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Purchase Order by PromoLink

Prepare, Validate, Confirm, and Track
Purchase Orders

Turn sales orders into the purchase orders you need. Blank to the supplier, decorated to the decorator, or combined to a supplier-decorator. Built for promo distributors and decorators.

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Automated No manual re-entry between
sales order and PO
Connected Every supplier reached,
PS or PDF/email
Validated Orders checked before
any PO goes out
Auditable Full log on each PO,
ACK, and shipment
One workflow. Every supplier.

Reach any supplier without switching tools.

Whether your supplier supports PromoStandards or still works by email, PromoLink PO handles both. Submit once — the system routes to the correct delivery method, electronic or PDF.

PromoStandards electronic submission for PS-enabled suppliers and decorators
Automatic PDF/email fallback for every supplier that doesn't support PS endpoints
Placed a supplier order by phone or email? Use Mark as Sent to log it without re-transmitting. Full audit trail, no duplicate PO.
Supplier acknowledgments — accepted, rejected, or pending — captured and tracked without follow-up
Supplier Index
PromoLink's native supplier hub
Native
150+
Suppliers
Live
Pricing & inventory
PS
PromoStandards
Built for decorated orders

One sales order.
Two purchase orders. Sent only on your confirmation.

A decorated promotional product involves two separate purchasing steps: the blank good from a supplier, and the decoration from a decorator. PromoLink generates both POs automatically from a sales order, no spreadsheet coordination, no manual re-entry.

Blank PO

To the Supplier

The undecorated product including the correct SKU, color, size, quantity, and ship-to address, sent directly to the supplier via PromoStandards endpoint or PDF/email fallback.

Decorated PO

To the Decorator

Decoration method, placement location, artwork reference, setup charges, and run charges sent to the decorator with all the information they need to start production.

Both POs are tracked individually. Supplier shipment status and decorator production progress visible in one Order Summary screen. Drop-ship orders follow the same workflow. The ship destination changes but the process stays the same.

How it works

From incoming Sales Order to tracked shipment, all in one connected workflow.

Every purchase order in PromoLink follows the same path: validated, confirmed, transmitted, and tracked. No skipping steps. No manual detours.

1

Queue

Every order, from every channel, lands in one Queue.

2

Validate

Errors blocked, warnings flagged. Nothing unresolved moves forward.

3

Cart

Review costs and totals; pick warehouse or drop-ship routing.

4

Generate POs

Blank and Decorated POs created automatically and sent only on your confirmation.

5

Transmit

Transmitted via PromoStandards endpoint or PDF/email, based on supplier capability.

6

Track

Status, ship dates, tracking statuses - all in Order Summary.

Catch problems before they cost you.

Every Purchase Order validated in the Queue before it leaves your hands.

Every order enters the Queue, a mandatory validation checkpoint that must be cleared before it can become a purchase order. Misconfigured products, missing decoration locations, and unmet supplier minimums are caught and blocked before any PO goes out. Nothing bypasses it.

Hard errors block submission. A product without a decoration location cannot proceed.
Soft warnings alert you to supplier restrictions (minimums, lead times) so you can adjust before committing
Explicit confirmation required on every PO. No accidental sends.
💰

EQP Pricing — automatic check, explicit confirmation

End Quantity Pricing gives buyers the best available price tier regardless of order quantity. Supplier EQP eligibility is supported in the Supplier Index.

Full visibility, end to end.

Always know exactly where your order stands.

From the moment a PO is sent to the moment it ships, you have a live view. Production status, expected ship dates, tracking numbers, and partial shipments are all pulled directly from supplier endpoints and consolidated in one place.

Live status updates including In Production, Shipped, and Canceled, pulled straight from supplier endpoints
Partial shipments shown separately, each with its own tracking
One Order Summary for PO, financials, line items, shipments, and order statuses
Who it's for

Built for the teams doing the work

If your day involves sending purchase orders, coordinating with suppliers and decorators, or ensuring decorated orders ship correctly, this was built for you.

🏢

Distributors

Order management & sales teams
  • One order, two POs: Blank to the supplier, Decorated to the decorator, generated automatically
  • Orders from Storefront, ShowCase, eCommerce platforms, or manual entry all land in the same Queue
  • Send to any supplier from one place, no portal hopping
  • Know when every PO is acknowledged, in production, and shipped
  • Full transmission log and audit trail for every supplier dispute
🎨

Decorators

Production & fulfillment teams
  • When you need blanks, send POs to your suppliers through a validated workflow, no portal hopping
  • Select the right supplier warehouse with live stock and pricing before committing
  • Track every inbound blank shipment so your production schedule stays on track
  • Backorders and short shipments visible early, before they disrupt your timeline
  • Drop-ship and warehouse fulfillment managed within the same workflow

Distributor or decorator, PromoLink PO is built for both.

30-day free trial · No credit card required
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Build your workflow around Purchase Order

Choose the channel that fits how orders come in

How Purchase Order Works

Purchase Order is the execution engine. It needs two things to run: Supplier Index to connect to suppliers, and a sales channel to feed the Queue. Every package below is a complete, end-to-end workflow — from how a customer order arrives to how a purchase order goes out.

Every package includes:

Product source: Supplier Index — 150+ suppliers, credential-authenticated pricing and live inventory

Sales channel: How orders come in — Sales Order, ShowCase, Storefront Single, or Storefront Unlimited

Purchase Order: Queue validation, Blank & Decorated PO generation, PromoStandards and PDF/email transmission, and full order tracking through Order Summary

For Sales Orders

Purchase Order +
Sales Order

Anyone on your team creates orders from supplier data

  • Orders land in the PO Queue for validation
  • Valid orders converted to Blank & Decorated POs
  • POs transmit to supplier & decorator via PromoStandards or email
  • Track all orders in one place from creation to delivery
  • No manual PO creation, no missed orders
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For Presentations

Purchase Order +
ShowCase

You send custom proposals with ShowCase and clients accept them

  • Accepted proposals land in the PO Queue
  • No re-entry needed — proposal converted to PO automatically
  • POs transmit to supplier & decorator via PromoStandards or email
  • Clean handoff from sales to supplier fulfillment
  • One audit trail from proposal through delivery
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For Single Store

Purchase Order +
Storefront

Customers self-checkout from your branded store

  • Customer orders land directly in the PO Queue
  • System validates business rules (minimums, inventory, etc.)
  • Valid orders converted to Blank & Decorated POs
  • POs transmit to supplier & decorator via PromoStandards or email
  • Track all orders in real-time
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For Multi-Store

Purchase Order +
Storefront

You manage multiple branded stores independently

  • Orders from all stores land in one unified PO Queue
  • One team sees and manages all orders in one place
  • Each store's orders converted to Blank & Decorated POs
  • POs transmit to suppliers & decorators via PromoStandards or email
  • Complete visibility and control across all brands
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Sign up with just an email · Cancel anytime · No card needed

Part of PromoLink One

Connected to the rest of your workflow.

PO doesn't stand alone. Orders flow in from every sales channel, products are validated against PIM data, and financial records sync downstream automatically.

🛍️Storefront
✨ShowCase
📋Sales Orders
🗂️Product Manager
🔍Supplier Index
📊Reconciliation
💼QuickBooks Online
🔗BigCommerce · Shopify · WooCommerce
FAQ

Common questions about
PromoLink Purchase Order

Does PromoLink PO work with suppliers that don't support PromoStandards?

Yes. For suppliers without a PromoStandards PO endpoint, PromoLink automatically formats and delivers the purchase order as a PDF via email. You configure the email template and recipients; PromoLink handles delivery. The order is validated and logged the same way, though order status and shipment tracking depend on supplier participation in PromoStandards OS and OSN endpoints.

Can I log supplier orders I placed outside of PromoLink — by phone or email?

Yes. The Mark as Sent feature lets you record any order placed outside the system without re-transmitting it to the supplier. The order appears in your history and audit trail with full visibility, but no duplicate PO is sent.

Does PromoLink automatically generate separate POs for blank goods and decoration?

Yes. When a sales order includes decorated products, PromoLink generates a Blank PO for the supplier and a Decorated PO for the decorator, separately and automatically from the same order during the PO confirmation step. You don't need to split the order manually or coordinate between two systems.

What is EQP pricing and how does PromoLink handle it?

EQP (End Quantity Pricing) is a pricing model where a buyer receives the best available price tier regardless of the quantity ordered. Supplier EQP eligibility is supported in the Supplier Index.

Does PromoLink PO track order status and shipment information from suppliers?

Yes, for suppliers that support PromoStandards Order Status (OS) and Order Shipment Notification (OSN) endpoints. PromoLink captures production status updates, expected ship dates, tracking numbers, carrier details, and partial shipment data, all consolidated in the Order Summary screen. For suppliers that don't participate in OS/OSN, manual tracking is required for those fields specifically.

Is PromoLink PO a standalone product or does it require other modules?

The Purchase Order module is part of PromoLink Core and works together with Product Manager (for product and decoration data) and Supplier Index (for supplier credentials and pricing). Products must be configured in Product Manager or mapped equivalently at the order source before a Sales Order can convert into a PO. ERP and accounting integrations such as QuickBooks Online are separately licensed add-ons.

One connected workflow for modern promo businesses.

Automation. Integration. Visibility.

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PromoLink

San Tan Valley, AZ

Contact
Email:
info@webservicespros.com
Phone:
888 977 4540

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