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Customer POs — Transactions

Overview

Customer POs (CPOs) are purchase orders issued by customers to authorize project work. SARA tracks each CPO through its invoicing and payment lifecycle, maintaining the relationship between what was agreed (CPO amount), what has been billed (invoiced), and what has actually been collected (paid).

CPOs are created in the Projects module when a quote is approved or a new CPO version is submitted. The Customer POs screen is used to manage existing CPOs — reviewing their status, registering invoices and payments, and controlling the version lifecycle.

For the end-to-end process, see: Workflow.

Note

For common UI patterns used across SARA (tables, filters, dynamic columns, naming conventions), see: Common Features

Customer POs

URL: /customer-pos

Overview

The main list of all customer purchase orders across all projects. Each row represents one CPO version, identified by a unique code.

What you will see

CPO Code — The stable identifier across versions: CPO.{4-digit folio}.{version}. For example, CPO.0042.1, CPO.0042.2, CPO.0042.3. The folio (0042) is fixed across the entire version family; the version number increments each time a new version is created. The folio is derived from the original CPO's id_po in the database.

Customer PO # — The reference number as written on the customer's own document. Free text — assigned by the customer, not by SARA.

Customer version — The version label as shown on the customer's document. Free text — assigned by the customer, not by SARA.

Amount — The CPO's total (subtotal + taxes), displayed in the CPO's currency.

CPO invoiced ($) and CPO invoiced (%) — The cumulative invoiced amount and its percentage relative to the CPO total. The percentage is color-coded: red (<40%), orange (40–70%), gold (70–90%), lime green (90–100%), dark green (100–110%), dark red (>110%). The tooltip on the percentage shows the outstanding amount or the overcharge amount.

CPO paid ($) and CPO paid (%) — Same color-coding as invoiced, but for received payments.

CPO Document — Download button (green) if the CPO file has been uploaded, or a red badge if not.

Billable — Green "Billable" or red "Non billable" badge.

Dynamic — Whether the linked project uses a dynamic budget (YES/NO badge).

Note

For dynamic budget projects, the invoiced and paid percentage fields display "Dynamic project" instead of a percentage, since there is no fixed CPO amount to compare against.

What you can do here

  • View — Opens the CPO detail modal with full information: customer reference, terms of payment, quote link, notes, a doughnut chart of invoiced/paid progress (for static projects), the invoices and payments accordion, the items table, and the notes and logs section. The detail modal also shows an accordion of all previous versions' logs for the same CPO family.
  • Review — Available when the CPO is ACTV (with edit), APDR (with pos version approval), or MISM (with mismatch cpos). Opens the same detail view in edit mode: allows registering invoices and payments, deleting invoices and payments (not available while in APDR status), and shows Approve/Reject buttons for the corresponding status.
  • Finalize — Available on ACTV CPOs with edit. Closes the CPO once invoicing and payment are complete. SARA checks whether invoiced and paid totals match the CPO amount; if they differ, the CPO moves to MISM status rather than FINA.
  • Activate — Available on FINA CPOs with edit. Reactivates a finalized CPO if further invoicing or corrections are needed.
  • Edit / Submit for approval / Cancel version — Available on INPG CPOs with pos new version. After a new version is rejected by direction, the CPO enters INPG status. The requester can edit the CPO data and resubmit for direction approval, or cancel the version entirely.

Tabs

  • CPOs — The main list described above.
  • Invoices — A cross-CPO view of all registered invoices. Shows each invoice with its CPO code, project, customer, internal company, invoice code, amount, currency, file download, and CPO status badge.

Permissions

Permissions

Access and actions are permission-driven. See: Permissions