About Orders

Agencies upload Purchase Orders (POs) and Blanket Purchase Orders (BPOs) to their IPP Disburser module. When they do this, open POs for your company become available in the Collector module, where you can view the goods and/or services the agency wants to buy. If you have the appropriate permissions, you can view these orders, including their line items, scheduled details, associated invoices, and payments.

From the PO, you can create an invoice. This process is referred to as flipping an invoice, where IPP populates the information from a PO into the Create Invoice page. Once the invoice is complete, you submit it to the agency.

Permissions and Notifications

To access the Orders tab, you must have one of the following permissions. The Collector Administrator grants permissions based on your role in the Collector user’s company.

View Invoices and POs/BPOs Permission
Create/Edit Invoices Permission

IPP provides two PO notifications to subscribed Collector users:

New PO/Change Order Notification – IPP sends this notification when a PO becomes available for review and action, such as invoice creation. Based on your Collector role, you may be automatically subscribed to this notification.
PO Hold/Release Notification – IPP sends this notification when an agency places a purchase order on hold and again when it is released.

Understanding PO Status

As part of the PO upload process, IPP validates and places the PO into the appropriate status. POs passing validation go into an Open status, which makes them available to vendors for review and invoice submission.

POs within your company’s Collector module can be in one of following statuses.

Status	Description
Open	Vendors can create invoices against POs in an Open state, unless they have been put on Hold by the agency.
Closed	The PO is fulfilled or the BPO’s service end date or grace period has been met. Vendors cannot submit invoices against a closed PO.
Exception	An open PO can go into exception. This happens when an agency uploads a modification that fails validation. Vendors cannot submit invoices against a PO in exception. When the agency fixes the PO, IPP places it back into an Open status and you can now submit an invoice against it.