How to Store Files and Information Within a Purchase Order (PO) in Luminous

Luminous allows you to store important files, such as invoices or other relevant documents, directly within a purchase order (PO). You can also use this feature to communicate with team members and keep all related information organized. Here's how to do it step-by-step.

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Step 1. Access the Purchase Order

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1. Navigate to the Purchase Orders page in Luminous.
2. Find the PO you want to store files or information in.
3. Click on the hyperlink under the Supplier column to open the detailed view of the PO.

Step 2. Attach Files to the Purchase Order

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1. Once inside the PO, go to the Messages tab.
2. Click the Attach File button.
3. Select the file you want to attach, such as a screenshot, invoice, or other relevant document.
4. Confirm the attachment, and it will be stored with the PO for easy reference.

Step 3: Communicate with Team Members

1. Use the Messages tab to leave notes or communicate with team members about the PO.
2. Tag a team member by mentioning their name.
   • They will receive a notification, ensuring everyone stays informed.

Why Use This Feature?

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Purchase orders collect a lot of paperwork: supplier invoices, quotes, packing lists, shipping documents and emails about changes. When those live in inboxes and shared drives, finding the right file means searching several places and asking around.

Storing files and messages on the PO itself keeps everything about that order in one place. Anyone on your team can open the PO and see the supplier invoice, the latest quote or the note about a delayed shipment, without digging through email. It also creates a clear history if questions come up later, for example during receiving, when paying the supplier or at month-end.

How Each Team Uses PO Files

• Purchasing keeps supplier quotes, order confirmations and any back-and-forth about price or quantity changes with the PO.
• Receiving opens the PO to check packing lists and shipping documents against what actually arrived at the dock.
• Finance matches the supplier invoice to the PO and the agreed quote before paying, and has the paperwork on hand at month-end or during an audit.
• Leadership can open any PO and see the full story, from quote to payment, without asking for a status update.

Example: Following One PO From Order to Payment

1. Your buyer places a PO and attaches the supplier's quote so the agreed prices are on record.
2. The supplier sends a pro forma invoice. The buyer attaches it and messages the finance lead, who gets notified to arrange the deposit.
3. When goods ship, the bill of lading and packing list are attached so the warehouse knows what's coming.
4. At receiving, the team checks the packing list on the PO against what arrived.
5. When the final invoice comes in, finance compares it to the quote attached at the start, all from the same PO.

What to Store on a PO

• Supplier invoices and pro forma invoices.
• Quotes and price confirmations, so the PO cost can be checked against what was agreed.
• Shipping documents such as bills of lading, packing lists and customs paperwork.
• Screenshots of order confirmations, supplier portals or email threads.
• Quality or inspection reports for the goods on the order.

Tips for Keeping POs Organized

• Attach files as they arrive. Adding the invoice or shipping document when you receive it keeps the PO up to date.
• Use clear file names. Names like "PO-269 supplier invoice" are easier to find later than "scan001."
• Tag the right person. Mention a teammate in a message when they need to act, like approving a price change or preparing to receive.
• Keep decisions on the PO. If quantities or dates change, leave a short note in Messages so the reason is recorded with the order.

Key Points to Remember

• Centralized Information: Keep all PO-related files and conversations in one place.
• Enhanced Collaboration: Team members can easily access attachments and messages for better communication.
• Improved Record-Keeping: Store invoices, screenshots, or any other documents for future reference.

Common Questions

How do I open the full PO? On the Purchase Orders page, click the hyperlink in the Supplier column.

Will my teammate know I left them a message? Yes. When you message a team member on the PO, they're notified.

What else can I do with a PO? See How to Send a Purchase Order (PO) to Your Supplier, How to Split Shipments in Luminous and How to Set Up Purchase Order Approval Flows.

With these tools, Luminous makes it simple to manage and organize important information directly within a purchase order.