How do you keep track of partial deliveries on a Purchase Order?

[Armando Ayala]

What are some of the features being used on Jira to track Purchase Orders, especially when you receive partial orders per the agreement. 

Is there a feature in Jira to update the quantity received and a running balance?

Do you keep the status on Jira as partial delivery then change it to full or completed order when the whole order is received in full?  

Thank you for your time.

[Walter Buggenhout]

Hi @Armando Ayala and welcome to the Community!

As any system that allows you to model a track a business process, you'll have to design the tool to match the way your process works.

I can think of several ways to implement this in Jira, but I would recommend you to first of all document out your process as it goes in real life. Answer questions like:

• How does a purchase order get created? Who is responsible for this? Is it linked to something else, like e.g. a quote? What information is on such a PO? Do you have different types of PO's, different ways of delivery? ...?
• What are the different stages a purchase order goes through from creation to closure?
• How would you keep track of partial delivery in real life (if you were not using Jira)? What is the key information you need to keep track of?
• ...?

Then, start mapping out your requirements to Jira concepts. A PO could be a work type and the additional information you capture can be:

• fields to represent the information you need to know about it;
• statuses in a workflow to represent the stages;
• conditions / validators in your workflow to make sure everything is in place before you move your PO to the next stage/status;
• post functions in your workflow / automation rules to automate the logic you need (e.g. to calculate totals, send custom notifications to people if necessary, ...)

Hope this helps!

[Armando Ayala]

Thanks for nice welcome and for your informative feedback, Walter.

We have a PO creation process already in place.   One of our issues is keeping track of partial orders and a running balance.  

For example, we order 100 widgets under PO123 and we receive 50 widgets.  Is there is way in Jira to input the 50 received and have it automatically calculate the new balance to be received?  As we scale our business, we will need to streamline processes like this so that we will not be wasting time inputting more than we need to.

We did add field status under the right side of the Jira page under the Details section to indicate if it's a partial order, or a full order received.

Thanks,

Armando