Check supplier confirmation and order progress, view invoices and record updates received by phone or email.
Check your order activity
Open Orders.
Select the order.
Check Order activity.
The activity shows recorded stages, with the date and the person who recorded each update where available.
Stage | What it tells you |
Order placed | The order has been issued. |
Opened | The order email has been opened. |
Confirmed | The order has been marked as confirmed. |
Invoice received | The supplier’s invoice has been marked as issued or received. |
Invoice paid | Payment has been recorded. |
In production | The order has been marked as in production. |
Delivered | The products have been marked as delivered. |
Opened records an email open. Wait for confirmation before treating the order as confirmed.
How your supplier confirms an order
Where supplier collaboration is available, your supplier can:
Select View order in the order email.
Review the products, quantities, prices and total.
Check the delivery address and notes.
Select Confirm order once they can fulfil it.
The supplier does not need a Programa account. They can also download a PDF copy.
The order link goes to the primary supplier contact. CC recipients receive a copy, but cannot manage the order through that copy.
How your supplier records updates
After confirming the order, your supplier can:
Open the order.
Select Mark as....
Choose Invoice issued, Invoice paid, In production or Delivered.
Their updates appear in your order activity. Invoice issued on the supplier’s side appears as Invoice received on your side.
If supplier collaboration is unavailable for your studio, the supplier receives the PDF email experience without an order link.
View a supplier invoice
Open the order.
Open Attachments.
Select the supplier’s invoice to view or download it.
Uploading an invoice and marking it as issued are separate actions. Check both the attachment and the order activity.
Record an update yourself
If your order shows Mark as...:
Open the order.
Select Mark as....
Choose the stage that reflects what has happened:
Confirmed by supplier
Invoice received
Invoice paid
In production
Delivered
Your update appears in the shared order activity with your name.
Invoice paid records that payment has happened. It does not transfer money or pay the supplier.
Add a shipment reference
Where the tracking field is available:
Open the order.
Find Order tracking number.
Add or update the shipment reference.
You and your supplier can update this field. It stores the reference but does not fetch live courier updates.