---
title: Order Placement Phase SOP
description: "This procedure explains the Order Placement stage in Pipefy. This stage begins after an order has been approved by either:\n• The Inventory Manager (standard approval)\nor\n• Senior Management (second-tier approval)\nThe Order Placement phase covers the creation of the Purchase Order (PO), supplier communication, warehouse fulfillment, and proper handling of combined orders."
---
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1. [DSC Solutions Group Standard Operating Procedures](https://www.dscsolutionsfm.co/sops?hsLang=en)
2. [Operations – Janitorial](https://www.dscsolutionsfm.co/sops/operations-janitorial?hsLang=en)
3. [Order Placement](https://www.dscsolutionsfm.co/sops/operations-janitorial?hsLang=en#order-placement)
# Order Placement Phase SOP
**Applies to:**
• Inventory Manager
• Back Office Ordering Team
• Warehouse (reference only)
• Accounting (reference only)
#### **Purpose**
This procedure explains the Order Placement stage in Pipefy. This stage begins **after an order has been approved** by either:
• The Inventory Manager (standard approval)
**or**
• Senior Management (second-tier approval)
The Order Placement phase covers the creation of the Purchase Order (PO), supplier communication, warehouse fulfillment, and proper handling of combined orders.
### **1. Entering the Order Placement Phase**
As soon as the card is approved in the previous phase:
##### **• Pipefy automatically moves the card into Order Placement.**
##### **• The Inventory Manager receives a Purchase Order (PO) by email.**
This PO includes every detail needed to submit the order to the supplier.
You can access the PO in two ways:
1. **Via the email notification Pipefy sends**
2. **Inside the card itself → left-side menu → “Email”**
The email tab shows:
• The approval notification sent to the supervisor
• The PO sent to the Inventory Manager
• Any additional emails linked to the card
### **2. Understanding the Purchase Order (PO)**
The PO contains:
##### **• PO Number**
A unique identifier for this order.
This is used by Accounting to validate invoices.
##### **• Date Issued**
The timestamp Pipefy generated the PO.
##### **• Expected Delivery Date**
The target date for when supplies must arrive.
This keeps vendors accountable for timely deliveries.
##### **• Bill-To Entity**
Which DSC entity is paying for the order.
##### **• Ship-To Address**
Customer’s delivery location (or warehouse for pickup).
##### **• Item Table**
Includes:
• Item name
• Item number
• Category
• Manufacturer
• Unit type (case, pack, each)
• Unit cost
• Quantity
Once the PO is verified, it is ready to be submitted to the supplier.
### **3. Order Placement Methods**
Orders can be fulfilled in two ways:
---
##### **A. Supplier Fulfillment (Freight Order)**
This is the standard process when ordering from:
• Imperial Dade
• Office Basics
• Restaurant Store
• Amazon
• Shepherd
• Other approved suppliers
##### **Complete the following fields:**
**Date Placed**
The date you sent the PO to the supplier.
**Supplier**
Select the correct supplier.
**Expected Delivery Date**
This is the delivery date the supplier provides after receiving the order.
**Supplier Order Number**
Found on the supplier’s order confirmation.
**Attach Order Confirmation**
This is mandatory.
It is used for:
• Invoice reconciliation
• Tracking
• Delivery verification
Without this attachment, AP cannot validate supplier invoices.
##### **B. Warehouse Fulfillment (Internal Inventory)**
If the order can be fulfilled from our warehouse inventory:
**Date Placed**
Date the warehouse confirms they can fill the order.
**Supplier**
Set to **“DSC Warehouse.”**
**Expected Delivery Date**
Flexible.
Depends on urgency and Inventory Manager availability.
**Order Number**
Use the date as the PO number. Example:
**2025-11-17**
Warehouse fulfillment should be used whenever inventory levels support it.
### **4. Order Combination Rules (VERY IMPORTANT)**
Supervisors must submit **one order per customer**, and consumable orders **cannot** be combined by supervisors.
**Example:**
Customer A → 2 cases toilet paper → must be one order
Customer B → 1 case toilet paper → must be separate order
If they submit these together, the Inventory Manager must **deny** the order and require resubmission.
##### **Chemical Orders**
Chemical orders **may be combined** because they draw from global budgets, not customer-specific dispensers.
### **5. How the Inventory Manager Should Combine Orders (Back Office)**
To avoid freight charges and meet supplier minimums:
##### **Combine orders only at the Order Placement stage**, not at supervisor level.
You must review all pending orders for the same supplier, then group shipments together **while keeping separate PO numbers**.
##### **Supplier Freight Minimums:**
• **Imperial Dade:** $350 minimum
• **Office Basics:** $350 minimum
• **Shepherd:** $1,300 minimum
• **Restaurant Store:** No minimum
• **Amazon:** No minimum
##### **Combination Rules:**
• Combine orders to ship together on the same truck
• But each order **must have its own PO** and its own invoice
• Notify supplier: “Please ship together, but issue separate order confirmations and separate invoices.”
This avoids freight fees and maintains accurate accounting.
---
### **6. Completing the Order Placement Phase**
Once:
✓ The PO is verified
✓ Supplier order is placed OR warehouse fulfillment is confirmed
✓ Order confirmations are attached
✓ Freight consolidation has been handled
The card is ready to move forward.
Move the card to the **Delivery Received** phase.
The next video in the series (and next SLP) explains what to do when the order enters the Delivery Received stage.
### **Summary of Responsibilities**
##### **Inventory Manager Must:**
✓ Verify PO details
✓ Place order with supplier or confirm warehouse fulfillment
✓ Attach supplier order confirmation
✓ Combine orders when needed to avoid freight charges
✓ Maintain separate POs for each customer
✓ Confirm delivery expectations
✓ Move the card to Delivery Received phase
##### **System Automatically:**
✓ Sends PO to supervisor
✓ Sends PO to Inventory Manager
✓ Tracks PO number
✓ Notifies next stage upon movement
- [Operations – Janitorial](https://www.dscsolutionsfm.co/sops/operations-janitorial?hsLang=en#main-content)
- [Customer Onboarding](https://www.dscsolutionsfm.co/sops/operations-janitorial?hsLang=en#customer-onboarding)
- [Order Placement](https://www.dscsolutionsfm.co/sops/operations-janitorial?hsLang=en#order-placement)
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