Purchase Order Tracking

Track purchase orders, expected receipts, and supplier performance.

The Purchase Order List provides functionality that will help purchasing departments to better track and manage open purchase transactions, mainly Purchase Orders. As well as multiple dates to tell everyone when to expect goods to be shipped and delivered, you can assign a haulier (Shipping Agent), logistics status, and information.

Prerequisites

Ability to create purchase documents.

Shipping Agents

Shipping Agents and Shipping Agent Services represent the companies and their services used to transport your purchased goods. You can use these codes against purchase documents. The Shipping Agents ‘Name’ is also printed on the Purchase Order report as the Haulier.

To set up Shipping Agents:

1

Step 1

Choose the icon, enter Shipping Agents, and then choose the related link.

2

Step 2

Fill in the fields as necessary. Hover over a field to read a short description.

3

Step 3

Choose the Shipping Agent Services action.

4

Step 4

In the Shipping Agent Services, fill in the fields as necessary.

Shipping Agents are shared across sales and purchasing activities.

Purchase document date fields are not impacted by Shipping Agents Services Shipping Time or Calendar functionality.

Logistics Status

Logistics Status is a field that helps identify where each purchase document is in the process from initial order to receipt. The codes are user-defined and can be created to match your individual process.

For example:

• 01- Planning
• 02 - Sent
• 03 - Confirmed
• 04 - In Production
• 05 - Collection
• 06 - In Transit
• 07 - Booked In
• 08 - Landed
• 09 - Receipted

or can be used to differentiate different types of orders:

• GSTK- General Stock
• ENP - En Primeur
• EXC - ExCellar
• PROD - Raw materials for Production

To create Logistics Status codes, this is what you need to do:

1

Open Logistics Status / Logistics Codes

Choose the icon, enter Logistics Status or Bevica Setup, and then choose either link. To access Logistics Codes in Bevica Setup, you will need to click on Navigate > Operations > Logistics Codes.

2

Create the code

The codes are user-defined and can be created to match your individual process. To be able to create them, click on New. You will need a unique code and a name. As per list above (Planning; Waiting Approval; PO Sent; Confirmation Received)

The No. of Purchase documents field is a field that shows the total number of purchase documents against each status code. If you drill down on the number it will give you a list of all purchase documents with that logistic status.

If you decide to access the drilldown page, you can further filter by using ‘Filter total by’ on Purchaser Code Expected Receipt Date and Pay-to Vendor No. and Document Type (Quote, Order, Invoice, Credit Memo, Blanket Order, Return Order).

Logistics Information

Logistics Information is a large text field that can be used to hold misc. information, i.e. vessel name and sailing dates, customs/legal documentation references, etc.

All three fields, Shipping Agent Code, Logistics Status, and Logistics Information are available on all open and posted purchase document card and list pages, they may be hidden by default.

Examples:

• “Shipped on MV Bordeaux Star – ETD Le Havre 12/03/2026, ETA Felixstowe 18/03/2026.”
• “Sailing delayed due to port congestion; revised ETA 24/04/2026.”
• “Transhipment via Rotterdam—final leg on Hapag-Lloyd vessel HL Accra.”
• “UK VI-1 certificate reference: FR‑2026‑38910; organic certification attached.”
• “Vintage substitution agreed: 2022 → 2023 due to producer shortage.”
• “Inspection required upon arrival due to previous haze issue in last shipment.”
• “Seal #998877 verified intact on arrival.”