Procurement and delivery

Procurement & Delivery is the module that turns approved product decisions into purchase orders, tracks them through receipt, and handles returns and credits — all while keeping the client informed without exposing internal vendor or cost data.

Vendor directory

Each firm maintains a vendor directory with contact details, payment terms, and notes. Vendors are referenced from purchase orders and are reusable across projects. Vendor details are internal; clients never see vendor names, contact information, or costs.

Purchase order numbering and totals

Purchase orders are numbered PO-{year}-{seq} (for example, PO-2026-0042). The system assigns the next sequence number per year. Each PO displays the vendor total cost, the total client price (from approved snapshots), and the total markup. The PO is shown as a branded PDF before sending.

Sending a PO

The designer reviews the PO, confirms quantities and line items, and sends it. Sending generates a branded PDF, emails it to the vendor, and records the order in the project timeline. The PO is never auto-sent; the designer initiates every send.

Order and line-item statuses

The PO itself has an overall status (placed, confirmed, shipped, partially received, received, cancelled). Each line item independently tracks its own receipt status. A PO can be partly received with some lines still outstanding.

Partial deliveries

When items arrive in multiple shipments, the designer records receipts against individual PO lines. Each receipt event is logged with a date, quantity, and notes. The PO status reflects the most advanced state across all lines.

Delivery timeline

A project-level delivery timeline collects every receipt event across all POs, so the designer and client (where visible) see the chronological delivery history without navigating into individual orders.

Vendor scorecard

Each vendor accumulates a scorecard showing on-time delivery percentage, average lead time across completed orders, and committed spend. This data is derived from PO and receipt records and is visible to the firm only.

Vendor payment and deposit status

Each PO tracks whether a deposit or full payment has been made to the vendor. The designer records the payment method, date, and amount. This is a record-keeping field — IDOS does not process payments to vendors.

Edit and change orders

A PO that has been placed but not yet fully shipped can be edited. The designer can add or remove lines, adjust quantities, and update costs. The PO version is tracked; the change appears in the PO timeline. Shipped or cancelled lines cannot be modified.

Returns and cancellations

A PO line or the entire PO can be cancelled. Cancelled lines release their items back to the “Approved not ordered” or “Ordered not billed” bucket, depending on delivery state. Returned items can generate a credit that is tracked and available for future invoices or reconciliation.

Client-visible order filtering

Each order has a client-visible flag. Only orders with this flag set are shown in the client portal. Orders that the designer prefers to keep internal (for example, sample orders or replacements) never reach the client surface. The flag can be changed before the order is placed.