Viewing and filtering purchase orders
You can search, filter, and sort your purchase order list, and create custom views based on your search and filter criteria. This helps you organize your purchase orders and quickly find specific orders based on various criteria such as status, supplier, or destination.
On this page
Search and filter your purchase orders list
By default, the purchase orders list has existing views for All, Draft, and Ordered purchase orders. You can create your own custom views by searching and filtering any of these existing views. You can't rename or delete the All view.
Steps:
From your Shopify admin, go to Products > Purchase orders.
In the views list, click the view that you want to search.
Click the
icon.In the search bar, type in your keywords or search query.
Optional: Apply a filter to your search:
- Select an existing filter category to filter your products by, or click Add filter + to apply another type of filter.
- Select a value for the specific filter. The available values are different depending on the filter that you select.
To create a new view based on your search and filters, click Save.
Linked transfer and Received columns
The purchase order list displays a Linked transfer column and a Received column to help you track receiving progress without opening each purchase order.
- The Linked transfer column displays the name and status of the linked inventory transfer. The transfer's status reflects the actual movement of inventory, such as In progress or Received. To open the linked inventory transfer, click the linked transfer in the column.
- The Received column displays the number of items that have been received on the linked inventory transfer.
Sorting your purchase orders list
By default, purchase orders are sorted from newest to oldest based on the date that they were created.
Sorting options for purchase orders
You can change the sort order of your purchase orders list to any of the following options.
| Sorting option | Value | Description |
|---|---|---|
| Created | Sorted by date from Newest first or Oldest first. | This option displays purchase orders by the date that they were created. By default, the purchase orders list is sorted by Created: Newest first. |
| Supplier | Sorted by name from A-Z or Z-A. | This option displays purchase orders in alphabetical order by the name of the supplier. |
| Destination | Sorted by name from A-Z or Z-A. | This option displays purchase orders in alphabetical order by destination. |
| Status | Sorted by status from Ascending or Descending. | This option displays purchase orders by status. A purchase order can have any of the following statuses, listed by ascending order:
Partial, received, and closed statuses are tracked on the linked inventory transfer. |
Learn more about sorting list items in your views.
Sort your purchase orders
From your Shopify admin, go to Products > Purchase orders.
Click the ⇅ sort button.
Select a Sort by option, and then select the ascending or descending order based on your criteria.
Creating views for purchase orders
You can use default views to quickly access purchase orders based on their status, or create custom views based on your specific business needs and workflows.
Default purchase order views
The default views help you quickly access purchase orders based on their current status.
| View | Description |
|---|---|
| All | Shows all purchase orders regardless of status |
| Draft | Purchase orders that are still being created or reviewed |
| Ordered | Purchase orders submitted to suppliers. You can create an inventory transfer for the purchase order to track the inventory movement. |
Archived purchase orders are displayed as grayed out on your purchase orders list. To learn how to archive or unarchive a purchase order, refer to Archive a purchase order.
Create a custom view for purchase orders
Custom views let you save specific search and filter combinations for quick access. Custom views help you organize your purchase orders based on your specific business needs and workflows. For example, you can create views for purchase orders from a specific supplier or orders created within a certain date range.
Steps:
From your Shopify admin, go to Products > Purchase orders.
Filter your purchase orders, or change the sort order by clicking the column header that you want to filter by.
Do one of the following:
- If you filtered your purchase orders, then click Save as and enter a view name, then click Save view.
- If you changed a sort order, then click the + icon and enter a view name, then click Create view.