From shared catalog to fulfilled order — no spreadsheets between
The order that starts as a catalog screenshot in an email is the order that goes wrong. InventaCloud purchase orders are built straight from the shared catalog: resellers order at their approved, rule-applied prices; vendors acknowledge, deny, or mark fulfilled from one inbox; and every order carries a durable snapshot plus its own message thread — so what was ordered, at what price, is never a matter of memory.
The order lifecycle
- Reseller builds the order Search the catalog, set quantities, apply a promo code — prices are theirs by rule. Drafts autosave; ship-to fills from their customer book.
- Submit with a snapshot Submission captures items, prices, terms, and references exactly as seen — the order stays complete even if the catalog changes later.
- Vendor works the inbox Acknowledge to accept, deny with a reason, mark fulfilled when the order is complete on your side — every status lands in the order's history with notifications.
- Talk on the order itself Questions, changes, and cancellation requests live in the order's thread — with read tracking and email alerts on both sides.
Purchase Orders
| PO Number | Vendor | Date | Total | Status |
|---|---|---|---|---|
| PO-2026-0453 | Demo Supply Co. | May 28, 2026 | $12,450.86 | Acknowledged |
| PO-2026-0455 | Sample Goods Ltd. | May 19, 2026 | $8,760.00 | Fulfilled |
| PO-2026-0456 | Example Brands Inc. | May 15, 2026 | $6,328.90 | Pending |
Why teams use it
Orders are built from rule-applied catalog prices — the number the reseller commits to is always the number you approved.
Each order preserves items, prices, account details, and terms as submitted — catalog updates never rewrite an order's history.
Submitted, acknowledged, denied, fulfilled, cancellation-requested — every order's place in the flow is explicit, with unread tracking.
No more matching email threads to PO numbers — the discussion lives on the order it's about.
The reseller's customer book fills ship-to details in one click, and autosaving drafts mean an interrupted order isn't a lost one.
Status changes and new messages trigger notifications both directions — waiting on a reply stops being the workflow.
What's included
Good to know
Because submission freezes the order's contents, later catalog changes — prices, discontinued items, renamed products — can't retroactively alter what was agreed. Disputes resolve by looking, not remembering.
Vendors deny with a reason the reseller sees immediately; resellers request cancellation through the same flow. Both leave the order's history intact for reference.
Works together with
Related written guides
Common questions
Do promotions apply to purchase orders?
Promotions are announced on the vendor's calendar with promo codes; a reseller enters the code on their order. Pricing on the order always comes from the rule-applied catalog plus any code the vendor honors.
What if the catalog changes after an order is submitted?
Nothing happens to the order — the snapshot preserved items, prices, and terms at submission. New orders reflect the new catalog; existing orders keep their agreed contents.
Can a reseller order from several vendors?
Yes — the portal's multi-vendor switcher lets an approved reseller build and track orders with each of their vendors from one login, each order flowing to the right vendor's inbox.
Does marking an order fulfilled include shipment tracking?
No — fulfilled is a platform order status meaning the vendor has completed the order on their side. It doesn't prove carrier pickup or customer delivery, doesn't create shipment tracking, and doesn't reserve inventory. Shipping details or a tracking number can be shared as plain text in the order's message thread.
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