---
title: How do I keep track of what has been ordered?
description: ShedMate does not mark a job as ordered. Save a dated copy of every sheet you send, add your purchase order number and check it before you order again.
---
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# How do I keep track of what has been ordered?
Short answer: **ShedMate does not mark a job as ordered, so keep your own record. Save every sheet you send in your job folder, with the job, supplier, date and your initials in its name.** Then anyone who comes back to the job can see what went out, when, and who sent it.
**Before you start**
1. Export your order the usual way, with **Ordered by** ticked (see [Export a purchase order to send to your supplier](https://help.shedmate.com.au/knowledge/export-a-purchase-order?hsLang=en))
2. Make a folder for the job where your whole team can reach it, such as a shared drive
3. Keep the sheet you send, not a later export of the same view
### What ShedMate shows about an order
Nothing on the **Orders** screen marks a package or a supplier view as exported or ordered. These places hold part of the record:
| Where | What it shows | What it does not show |
| --- | --- | --- |
| The exported sheet | The order date, **Ordered by** (your name and email), the job number, the package and the supplier view | A purchase order number, or whether you sent it |
| The job's **Storage** | The punching PDF and zip, each with the date and time it was made, its size and its version | Your purchase order sheets, or whether the punching files were sent |
| **Load Versions** on the Orders screen | Each ordering version that was saved: who saved it, its version number, and the date and time | What you exported or sent. It records your ordering setup, not your orders |
#### The exported sheet
The top of every sheet shows the order date (1), who ordered it (2) and the job number (3).
#### Storage
**Storage** shows when each punching file was made (1) and which version it is (2). If you can't see **Storage**, ask your company admin to check your access.
#### Load Versions
**Load Versions** (1) is in the toolbar at the top of the **Orders** screen.
It lists every ordering version that was saved: who saved it (1), its version number (2), and the date and time (3).
**Don't load an old version just to look at it.** Loading a version replaces your current ordering setup with that one. If you do it by mistake, click **Cancel** before you pick a version.
### Keep a record of each order
| | Step |
| --- | --- |
| 1 | Export the supplier view as in [Export a purchase order to send to your supplier](https://help.shedmate.com.au/knowledge/export-a-purchase-order?hsLang=en). Keep **Ordered by** ticked (1), so your name and email are on the sheet |
| 2 | Add your purchase order number to the sheet. The export does not carry one |
| 3 | Save the sheet in the job folder. Name it with the job number, the supplier or view name, the date and your initials, for example `JobNumber_ViewName_YYYY-MM-DD_Initials.xlsx` |
| 4 | Send that saved file to your supplier. Don't export a fresh copy for the email |
| 5 | Save your supplier's reply or confirmation in the same folder |
**Steel orders: keep the punching files with the order.** Save the punching PDF, or the link you sent, in the same folder. **Storage** keeps the versions of the files, but not which one you sent.
**Using Export all views?** It makes one sheet for each view you tick. Save and send each sheet on its own, so the folder shows what went to each supplier. If two views both pick up an item, it can go out twice. See [Set up your supplier views for ordering](https://help.shedmate.com.au/knowledge/set-up-your-supplier-views?hsLang=en).
### Before you order the same job again
Use this when the design changed after an order, or when someone reopens a job.
1. Open the job folder and find the last sheet you saved for that supplier view
2. Export the view again. Put the new sheet beside the saved one and compare them line by line before you send anything
3. Decide with your supplier whether the new sheet replaces the earlier order or adds to it. Say which in your email, with the earlier purchase order number, so it isn't read as a duplicate
### Coming back to a job: has it been ordered?
1. Look in the job folder and your sent email for saved sheets. They are the only record of what was sent
2. Open **Storage** to see when the punching files were last made. That tells you when they were made, not that anyone received them
3. On **Orders**, click **Load Versions** to see who last saved the ordering setup, and when. Click **Cancel** to leave it unchanged
4. If you still can't tell, ask your supplier or the person who ordered before you export again
### Related help
- *[Export a purchase order to send to your supplier](https://help.shedmate.com.au/knowledge/export-a-purchase-order?hsLang=en)*
- *[Set up your supplier views for ordering](https://help.shedmate.com.au/knowledge/set-up-your-supplier-views?hsLang=en)*
- *[How do I generate the punching list for my roll former?](https://help.shedmate.com.au/knowledge/generate-your-punching-list?hsLang=en)*
- *[Check your order against the model before you send it](https://help.shedmate.com.au/knowledge/check-your-order-against-the-model?hsLang=en)*
Stuck? Email support@shedmate.com.au with the job number.
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