Import Purchase Orders

You create purchase orders in your accounting software — Tally, QuickBooks, Zoho Books, or whichever system your company uses. Trackod picks up from there.

When you import a purchase order into Trackod, the system reads your files and pulls in the details automatically. Vendor information, delivery address, line items — everything is captured without re-typing. You review the details, choose how to send the order to your vendor, and you're done.

In this section, you will learn:

What files you need before importing
How to upload and review your purchase order
How to send the order to your vendor
What happens after import

Before You Import

To import a purchase order, you need two files from your accounting software:

File	What it contains
Excel file	Order data — vendor details, delivery address, line items, quantities, rates
PDF file	The purchase order document (attached to vendor email if you send via Trackod)

Both files are required.

Prepare your files

Export these files from your accounting software before you begin. If any details need correction — a wrong phone number, a different delivery address — you can edit them during the import process.

The Import Process

Importing a purchase order takes three steps: upload your files, review the details, and confirm.

Step 1: Upload Files

Upload Files Screen — The first step of the import wizard showing two file upload areas — one for the Excel file (order data) and one for the PDF file (purchase order document).

Step 2: Review Details

Trackod reads your Excel file and displays the order information. Review what was pulled in:

Vendor information — company name, email, phone
Delivery details — address, site contact
Line items — descriptions, quantities, rates, amounts
Expected delivery date

If anything needs correction, edit it directly on this screen.

Choosing How to Send the Order

You need to decide how to notify your vendor about this order. Choose one of three options:

Option	What happens
Send purchase order + tracking link	Trackod emails the vendor with the PDF attached and a link to view and update the order
Send tracking link only	Trackod emails just the tracking link — use this if you already sent the purchase order yourself
Don't send now	Nothing is sent — you will contact the vendor yourself and share the link later

Send Options in Review Step — The notification options section showing three radio button choices. The first option includes an info callout explaining what the vendor will receive.

Vendor email required

If you choose one of the first two options, the vendor's email address is required. Make sure the email is correct before proceeding.

Setting the Expected Delivery Date

This field is required. Set the date when you expect the order to arrive. Trackod uses this to identify overdue orders in the Action Queue.

Expected Delivery Date Section — The Expected Delivery section with a date picker field and helper text showing the date from the original purchase order for reference.

Review Line Items

The line items table shows all items from the purchase order. Verify that the descriptions, quantities, and amounts are correct.

Line Items and Submit Button — The Line Items table with columns for Description, Quantity, Unit, Rate, and Amount. The 'Import & Send PO' button is visible at the bottom.

When everything looks correct, click Import & Send PO at the bottom of the screen.

Step 3: Complete

You will see a success message with your order reference number.

Import Success Screen — The success screen showing the order was created successfully with the Order Reference number, a vendor portal link to copy, and buttons for 'Import Another' and 'View Order'.

Sharing the Vendor Portal Link

Even if you chose "Don't send now", the success screen gives you a link to share with your vendor. Click Copy Link and send it via WhatsApp, SMS, or any channel you prefer.

When your vendor opens this link, they can view the order details and update its status. Their updates appear in Trackod automatically.

What Happens Next

Your order is now in Trackod. Here is what to expect.

Your Order in the Orders Page

Go to the Orders page to see your imported order. Its status depends on what you chose during import:

If you chose...	Status will be...
Send purchase order + tracking link	Notified
Send tracking link only	Notified
Don't send now	Pending

If You Sent via Trackod

Your vendor receives an email with the purchase order and a link to their portal. When they click the link, they can view the order details and update its status — acknowledge the order, provide an expected date, or mark it as dispatched. Their updates appear in Trackod automatically.

If You Chose to Send Yourself

Share the vendor portal link via WhatsApp, SMS, phone, or any channel you prefer. When your vendor opens the link and makes updates, those changes appear in Trackod just the same.

Ready to track

From here, you can import more orders by clicking "Import Another" from the success screen, or go to the Orders page to monitor progress, send reminders, and manage your orders day-to-day.

What's Next

Now that you know how to import orders, the next section covers how to use Trackod for daily order management.

Continue to Daily Order Management to learn about the Orders page and Order Details page.