Purchase Order Tracker (POT) - Functional Overview
- Document Title: Product Book: Purchase Order Tracker (POT) - Functional Overview v1.0
- Date: Dec, 2025
1. Executive Summary
The Purchase Order Tracker or PO Tracker (POT) is the next generation of Order Status, designed to provide unparalleled transparency and support for managing purchase orders. It offers a “supercharged” view of order status with more data, enhanced functionality, and accurate order totals, including surcharges and taxes.
The key functionalities include intuitive, color-coded status indicators, the ability to “Follow” important POs with email notifications, seamless navigation for split orders, and detailed views through dedicated tabs for Order Line, Invoice, and Tracking Info.
Users can customise their experience through robust search, column management, and filtering options.
2. Product Vision & Core Problem
2.1 Product Vision:
To “supercharge” order status by providing the transparency and support necessary to keep projects running smoothly and efficiently, ensuring users can access critical order information with fewer clicks, anytime and anywhere within the Allegion’s online support portal.
2.2 Core Problem Solved:
The existing order status process lacks comprehensive data, accurate totals, and enhanced functionality leading to inefficiencies, difficulty tracking order progress (especially split orders), and a need for excessive clicks to find information.
3. Target Users & Their Needs
- 3.1 Primary Users:
- External Users: Customers needing to track their purchase orders and to know if their POs were received by Allegion.
- Pricing: Able to view the universal data including pricing and discounts
- Regular: Able to view limited data without pricing data like surcharge, taxes and discounts
Internal Users: Staff requiring a comprehensive view of orders across various companies and branches under the respective PO including the pricing data that lists surcharge, taxes and discounts
- External Users: Customers needing to track their purchase orders and to know if their POs were received by Allegion.
- 3.2 Key User Needs:
- Verify if a PO has been received by Allegion
- Determine estimated shipment dates for items
- Track every step of an order’s progress confidently
- Stay updated on critical POs through notifications by following important POs
- Effortlessly navigate and understand split purchase orders
- Access accurate and complete order totals, including surcharges, shipping, and taxes
- Customise their view of order data to match individual workflows
- Quickly search for specific POs, orders, quotes, projects, and items
- Access detailed line-item, invoice, and tracking information
4. Solution Overview: What it Does
4.1 Application Description:
The Purchase Order Tracker is a web-based application accessible as a tile on the 360 portal launchpad. It provides a centralised, dynamic interface for users to monitor, manage, and gain deep insights into their purchase orders from initiation to fulfilment.
4.1.1 Accessing the PO Tracker Application:
The Purchase Order Tracker will be available on the 360 portal launchpad homepage as a tile with title “Purchase Order Tracker”.
Users can click on this tile to open the application in a new browser tab.
- For External Users: Upon loading, the company and branch will be prepopulated. If they have are mapped to multiple branches, they can select the required branch or select them all at once to view associated POs.
For Internal Users: Upon loading, the company and branch fields will be blank. They can type in the required company, select from suggestions as they type, and then click “View Results” to initiate the search and display POs.
4.2 Core Capabilities & User Journeys:
- Homepage: Users accessing the POT via the tile on the 360 portal. Upon navigation, through SSO will land on the homepage where users are directed to act on confirming the Company and Branch by clicking “View Results” to see the list of POs
- PO List page: Users accessing the POT homepage a list of POs (filtered by company/branch for external users, or searchable for internal users) is displayed in a tabular format.
- Comprehensive PO Status Tracking: Users view a “comprehensive at-a-glance view” of POs and order header details featuring “intuitive color-coded status indicators” (PO Received, Order Entry, Order Acknowledged, Partially Shipped, Shipped, Cancelled) to quickly track progress.
“Follow PO” & Email Notifications: Users can “Star” important POs that pins them to the top of their PO List for easy access.
Note: The user has to opt-in for e-mail notification in Notification Preferences application to receive convenient notifications via email
- Split PO Management: When a PO is split, users can easily navigate through the details by drilling down into the split via an expand/ collapse icon (caret or chevron) to view a clear parent-child hierarchy of related orders.
- Advanced Search & Filtering: Users can search by the PO number, Order number, Quote number, Project-based search, and Item-based search. They can also filter the PO list based on Brand and Status (e.g., All Open, PO Received, Partially Shipped, Cancelled).
- PO List page: Users accessing the POT homepage a list of POs (filtered by company/branch for external users, or searchable for internal users) is displayed in a tabular format.
- Homepage: Users accessing the POT via the tile on the 360 portal. Upon navigation, through SSO will land on the homepage where users are directed to act on confirming the Company and Branch by clicking “View Results” to see the list of POs
- PO Details and page navigation: The PO number is hyper linked when it is displayed in the PO List page and clicking on it navigates the user to a dedicated details page featuring sections for “Milestones,” “Purchase Order Information,” “Cases,” and “Order Details” (comprising of Order Line, Invoice, and Tracking tabs).
- Customisable Column Views: Users can “add, hide, or rearrange column sequence” on PO list page and the detailed with preferences saved across sessions. Every time the user logins the preferences are referred and the same columns and its sequence are maintained for display.
- Rich Data Display (PO and Order line details):
- Order Line Tab: Displays grouped order lines with data like item description, quantities, price, discounts, sales tax, surcharge, tracking number, and various dates. Users can toggle between open and closed order lines here.
- Invoice Tab: Shows grouped invoices with data like invoice line, item description, shipping quantity, surcharge, invoice date, and more.
Tracking Tab: Presents grouped order line under tracking number with shipping method, carrier, plant, shipping location, ship date, and other relevant tracking details.
Case Management Integration: The PO Details page lists related cases, with case numbers hyperlinked to navigate directly to the Case Management application under Cases section.
- User Preferences & Help: Users can select language preferences (English, UK, Australia, French, Spanish, Italian) for translating the headers that are static data and access a “Help” section linking to the portal resource center for submitting ticket, product guide, troubleshooting, FAQs and community support.
5. Accessing the Purchase Order Tracker (POT) Application
5.1 Access POT
- Navigate to the 360 portal launchpad homepage
- URL: https://360portal.allegion.com/launchpad
- Locate the tile titled "Purchase Order Tracker"
- Click on the "Purchase Order Tracker" tile
- Result: The POT application will open in a new browser tab
- Refer: SS 1 & SS 2
SS 1
SS 2
5.2 User Type Specification & Initial View
- For External Users:
- Upon landing, your company and branch will be pre-populated based on the account(s) mapping.
- If you have multiple branches, you can select the required branch or select them all at once to view associated POs.
- For Internal Users:
- Upon landing, the company and branch fields will be blank.
- Type in the required company name
- Select a company from the provided suggestions
- Click on "View Results" to initiate the search and that displays POs.
5.3 Homepage PO List interaction
5.3.1 Viewing POs:
- Refer topic 5.1 and 5.2 for initiating the search and once done, the corresponding POs will be displayed in a tabular format on the PO list page. Refer SS 5
SS 5
5.3.2 Searching for POs:
- Locate the dedicated search field in the PO Tracker header.
- Select the category under which you want to search data (Refer SS 6)
- Upon selecting the category Type in input for PO number, Order number, Quote number, Project, or Item number.
- Click on "View Results" to perform the search.
- Note: External users search is within their associated company/branch; internal users search will be across the companies.
SS 6
5.3.3. Filtering POs:
- Locate the Filter button
- Filter has options for "Brand" or "Status" on the PO list page.
- Click the dropdown for "Brand" and select the desired brand(s) (by default, "all brands" are selected).
- Or click the dropdown for "Status" and select the desired status(es) (e.g., "All Open," "PO Received," "Partially Shipped," "Shipped," "Cancelled").
- Result: The displayed POs will update according to your selected filters applied. Selected filter will display on screen as chip (Refer SS 7)
SS 7
SS 8
5.3.4 Following/Unfollowing POs:
- Locate the star icon in the "Follow PO" column next to the desired PO.
- Click the star icon to mark a PO as a favorite.
- Result: The PO will be pinned to the top of your list until it is fully shipped.
- Opt-in for email notifications (mechanism not detailed, but implied as a user action) Refer SS 9 & SS 10
SS 9
SS 10
5.3.5 Expanding/Collapsing Split POs:
- Locate the expand icon (caret or chevron) next to a PO that has child POs.
- Click the expand icon to view all related PO and their order in a clear parent-child hierarchy. Refer SS 11
- Click the collapse icon (caret or chevron) to collapse the view back to the summary level.
SS 11
5.3.6 Customising Columns on the PO List Page:
- Locate the "Column Options" and click on the button
- Select or deselect the columns you wish to view or hide (Note: "Follow PO," "PO number," and "Status" cannot be removed).
- Rearrange columns by dragging and dropping them in the order you want it to be displayed on screen
- Click "Save" (changes are saved into application memory).
- Result: Your selected column preferences will persist across sessions.
5.3.7 Navigating Pages within PO List (Pagination):
- Select the desired number of POs for per page viewing (25, 50, or 100) using the pagination control.
- If more than the one page of POs are listed, click on the page navigation icons (e.g., next page, previous page) to move between sets of POs.
SS 12
6. Interacting with the PO Details Page
6.1 Navigating to the PO Details Page:
- On the PO list page, click on the hyperlinked PO number of the desired purchase order.
- Result: You will be navigated to the "Purchase Order Details Page."
- Refer SS 13 & SS 14
SS 13
SS 14
6.2 Viewing Milestones:
- The "Milestones" section will automatically display the status of the PO (e.g., PO Received, Order Entry, Partially Shipped, Shipped Complete, Cancelled).
6.3 Viewing Purchase Order Information:
- The "Purchase Order Information" section will automatically display summarised data for your PO.
6.4 Viewing Cases and Navigating to Case Management:
- Locate the "Cases" section.
- View the list of case numbers associated with the PO.
- Click on a hyperlinked case number.
- Result: You will be navigated to the Case Management application, with the details of that specific case opened.
- Refer: SS 15
SS 15
6.5 Interacting with Order Details Tabs (Order Line, Invoice, Tracking):
- Select the "Order Line" tab (it's displayed by default).
- View: Grouped order lines with detailed data.
- Action: Toggle the option to "Show all order lines" to view both open and closed lines (by default, only open are shown).
- Action: Customize columns by clicking on the "column options," selecting/deselecting, dragging to reorder, clicking 'X' to remove, or clicking "reset to default." Click "Save" to register changes.
- Refer: SS 16
SS 16
- Select the "Invoice" tab.
- View: Grouped invoices with detailed data.
- Action: Customize columns using the "column options" like the Order Line tab. Click "Save" to register changes.
- Refer: SS 17
SS 17
6.6 Select the "Tracking" tab.
- View: Grouped tracking numbers with detailed data.
- Action: Customize columns using the "column options" like the Order Line tab. Click "Save" to register changes.
- Refer: SS 18
SS 18
7. User Preferences and Help
7.1 Changing Language Preference:
- Click on the user icon (profile icon) located on the top right corner of the application header.
- Select "Language Preference" from the dropdown.
- Choose your desired language (English, UK, Australia, French, Spanish, Italian).
- Result: Column headers and static data will be translated.
- Refer: SS 19
SS 19
7.2 Accessing Help:
- Click on the user icon (profile icon).
- Select "Help" from the dropdown.
- Result: The page navigates to the portal resource center, offering guides, troubleshooting, product updates, and community access.
- Refer: SS 20 & SS 21
SS 20
SS 21
7.3 Viewing Third-Party Notices:
- Click on the user icon (profile icon).
- Select "Third Party Notices" from the dropdown.
- Result: Information regarding external libraries, tools, or components used in the application will be displayed.
- Refer: SS 22 and SS 23
SS 22
SS 23
7.4 Logout
- Click on the user icon (profile icon).
- Select "Logout" from the dropdown.
- Refer: SS 24
SS 24
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