CloudHub Purchase Orders, Suppliers, Goods Received, Accounts Payable

These four pages run the buying loop inside 247CloudHub Locate: identify the supplier, raise the PO, receive the goods, pay the invoice. They are the upstream half of the operational chain. Each page links to the others so a buyer can move through the loop without leaving the surface.

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Suppliers Management

Path: Home, Locate, Suppliers. Suppliers Management is the supplier master record. Every PO must reference a supplier from this list. The grid columns are: Top-bar actions: Add Supplier, Delete Supplier, Block Supplier, Unblock Supplier, Export Supplier. Use cases:

1. New supplier onboarding. Create the supplier record before raising the first PO. Get the contact, terms, and credit limit right at the start; you will reference them on every future PO.
2. Supplier audit. Sort by Last PO Raised on ascending to see suppliers you have not bought from in months. Either re-engage or remove them.
3. Block a supplier without losing history. Use Block Supplier rather than Delete Supplier when a supplier is paused. Blocking keeps the historical PO and AP records intact while preventing new POs.

Common gotcha: deleting a supplier with historical POs orphans the PO records’ supplier reference. Use Block instead of Delete unless you genuinely want the supplier wiped from the system.

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Purchase Orders

Path: Home, Locate, Purchase Orders. The PO grid lists every open and recent PO. Top-bar actions: Create Purchase Order, Send Purchase Order, Delete Purchase Order, Manage Goods Received, Manage Suppliers, Manage Bin Locations, Manage Warehouses. The status callouts top-right show running counts: Awaiting PO, Backordered, Delivered. Each PO row shows: The PO lifecycle:

1. Create. Click Create Purchase Order, pick the supplier, add SKU lines with quantity and unit cost. Save.
2. Send. Click Send Purchase Order against the new PO. CloudHub emails the formatted PO to the supplier’s contact email.
3. Acknowledge. When the supplier confirms, the PO status moves to Acknowledged. (Some workflows mark this manually; some integrate via supplier portals.)
4. Goods Received. When the inbound delivery arrives, mark goods received via the Goods Received page below.
5. Invoice match. When the supplier invoice arrives, match it to the PO and record payment via Accounts Payable.

Use cases:

1. Daily PO triage. Filter to POs older than their Expected Delivery Date with status not Delivered. That is the chase list.
2. Multi-warehouse stock-routing. Set Deliver To per PO so inbound goods land at the right warehouse for the demand pattern.
3. Currency awareness. International POs in non-base currency need to be margin-checked against the current FX rate before the goods land.

Common gotcha: editing a PO after Send Purchase Order requires you to resend it. The supplier sees only what was last emailed. Always re-send when quantities or prices change.

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Goods Received

Path: Home, Locate, Goods Received. This page lists every goods receipt against an open PO. Top-bar action: Accept Goods Received triggers the receipt workflow. Use cases:

1. Partial receipt. When the supplier ships fewer units than ordered, record the actual count. The PO stays open with Backordered count for the shortfall, and the next inbound from that supplier closes it.
2. Damage flagging. Mark damaged units in No. of Products Damaged so the credit-note conversation with the supplier has a CloudHub-side record.
3. Stock placement. When bin-scanning is enabled, Bin Location is captured at putaway, which feeds the Warehouse and Stock Locations view.

Common gotcha: if you forget to accept goods received, the Products report will show Awaiting PO quantity as still outstanding even though the goods are physically on shelves. Always accept the GRN at putaway.

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Accounts Payable

Path: Home, Locate, Accounts Payable. The AP page lists every supplier invoice raised against a PO and tracks payment status. Top-bar action: Record Payment on a row opens the payment dialog. Record amount paid, payment date, and reference. Use cases:

1. Cash-flow forecast. Filter by Payment Due Date to see what is due this week, next week, and next month. That is the upcoming cash outflow.
2. Overdue chase. Filter to Payment Status = Overdue. That is the supplier-relationship-protection list.
3. Reconcile to ERP. Export AP and reconcile against the supplier statement and the GL accruals. The Vortex IQ AP module is operational; the ERP remains the financial source of truth, but the operational view is what signals problems early.

Common gotcha: the Amount to be paid column reflects the outstanding net of payments recorded in CloudHub. If you pay a supplier outside the system and forget to record the payment here, AP will misrepresent the outstanding. Either record every payment in CloudHub, or reconcile from your bank statement before treating AP as authoritative.

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How the four pages connect

The buying loop runs in this order:

1. Suppliers master record (set up once per supplier).
2. Purchase Orders raised against the supplier.
3. Goods Received when inbound arrives.
4. Accounts Payable when the invoice arrives.

Quick links across the top of Purchase Orders and Goods Received cross-link the four pages in one click. The status counters at the top of Purchase Orders (Awaiting PO, Backordered, Delivered) are the rolling KPI for the loop.

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Cross-link to the rest of the AI OS

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Common questions

Can I attach the supplier-issued invoice PDF to a PO? PDF attachment is in roadmap; today, the supplier invoice number and the financial fields are captured on the AP record but the PDF lives in your shared drive or accounting tool. Reference the supplier invoice number for cross-system lookup. What happens to a PO when the supplier is blocked? Existing open POs continue. New POs cannot be raised against the blocked supplier. Unblock to resume buying. Why is the Suppliers grid empty? Either no suppliers have been added (use Add Supplier), or the filter is hiding them. Suppliers grid will show “No Records Found!!!” when nothing matches. How do I deal with a supplier who supplies in a different currency than my workspace base? Set the PO currency at creation. CloudHub stores the PO in the chosen currency. Reconcile in your finance system using the FX rate at invoice or payment date.

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Next steps

• Set up your warehouses and bin locations under Stock Locations.
• Audit any quantity change with the Stock Movement Log.
• Configure user permissions for the buying team under Permissions and Shipping.