Product: TrueCommerce Home (for Retailer)
Understanding the differences between the Document Management and Archive menu options aids you in better managing your active and completed Purchase Order (PO) within the TrueCommerce Home portal for Retailer.
Document Management Menu: Key Features
The Document Management menu serves as the primary interface for viewing and managing your active POs and associated documents.
Here are key features:
Viewing PO details: Clicking the link in the Doc Number column will let users view the PO details, such as PO number, Vendor information, item descriptions, quantities, and prices.
Viewing PO receipt status: It provides updates on the receiving status of POs, ensuring that both parties stay informed throughout the order lifecycle – from Initial to FINAL status.
NOTE: For more information on the PO Receipt Status, check out this article.
Accessing return documents: Retailer users can access return documents that have been transmitted between parties, such as Purchase Order Acknowledgement (PO ACK), Advanced Shipping Notice (ASN), and Invoice.
Filtering documents: The blue filtering box enables users to narrow down their search by criteria such as Document Number, Receipt Status, From/To Sent Date, From/To PO Date, and more. This feature is helpful, especially when managing a large volume of POs.
Utilizing action buttons: Each button on the Document Management interface supports different tasks you can do with documents, including:
View Selected: View all the selected POs.
Print Selected: Print all the selected POs.
Save to PDF: Save POs as a PDF file.
Save to CSV: Save POs as a CSV file.
Archived Selected: Move POs from the Document Management screen to the Archive database.
Mark Red Y Blue: Update the red Y to the blue Y.
NOTE: The red Y indicates exceptions within the Purchase Order Acknowledgement (PO ACK). For more information on the Y status under the PO ACK column, check out this article.
Change Status to Rcv’d: Updated the receipt status of the PO to Received, which means the PO has been received by the Vendor.
NOTE: For more information on the PO Receipt Status, check out this article.
Submit Order Status Inquiry: Send EDI 869 Order Status Inquiry documents to your Vendors.
View Order Status Responses: View EDI 870 Order Status Response documents returned by Vendors.
Archive Menu: Key Features
The Archive menu serves a complementary purpose to Document Management. Once POs are completed and no longer active, they can be archived by moving from Document Management to the Archive database. Archiving a complete PO will allow users to organize and separate the in-progress orders from already-fulfilled orders.
Here is a closer look at this functionality:
Organizing completed POs: By saving the completed POs in the Archive database, users have a cleaner and more manageable interface for active orders. This separation facilitates quicker access to ongoing transactions while keeping a record of fulfilled orders.
Restoring archived POs: Should you need to retrieve a specific archived PO, you can restore it back to Document Management by selecting the Move to Active option.
Saving historical records: Once POs are archived, they will have the FINAL Receipt Status. It is important to note that archiving does not delete any information, allowing you to keep a historical record of all POs.
IMPORTANT: POs are never deleted from the TrueCommerce Home portal. They will remain accessible in the New Documents, Document Management, and Archive menus. This guarantees that you can reference past orders for auditing and compliance purposes.
How to Move POs from Document Management to Archive
To effectively manage your documents, follow these steps to archive your completed POs:
From the portal for Retailer, select the Document Management menu.
Select the POs that you want to archive.
Click the Archive Selected button.
Within the confirmation message, click OK.
Access these archived documents by navigating to Document Management > Archive.
The documents will be moved to the Archive database.
The Archive screen displays all the successfully archived POs.
Need Assistance?
If you have further inquiries or need additional assistance with managing documents in TrueCommerce Home, reach out to TrueCommerce Home Support.
rev. 2/24/2026