Documents

Logistified stores documents alongside POs: supplier quotes, supplier invoices, signed receipts, anything else you want to keep with the order’s audit trail. This page covers the upload flow, what Logistified auto-generates, and limits.

Uploading a document

From the Documents card on the PO detail page → Upload new document. An Upload Document dialog opens: drop a file onto the zone or click to browse, then set the Document Type: an autocomplete over the types defined at Settings → Purchase Orders → Document Tags, which also accepts a brand-new type you type in. Click Upload (it stays disabled until a file is chosen). A row then appears in the Documents card with filename, type, size, and upload date. To download it later, click the download icon on the row.

Typical document types

Supplier quote: PDF, often pre-PO.
Supplier invoice: PDF, post-receipt.
Receipt confirmation: PDF, image, or any other supported format (see the limits below).
Line-item confirmation file: CSV or XLSX from your supplier, mapped to lines via the confirmation flow.

What Logistified auto-attaches

Some documents land in the Documents card without a manual upload:

The supplier-facing attachment. When you send (or resend) the PO, the file attached to the supplier email (PDF, XLSX, or CSV, depending on your attachment format) is saved to the Documents card as type Email Attachment. If the copy can’t be saved, the send fails (and on a first send the PO is rolled back to Draft), so a sent PO always has its attachment on file.
Individual PO exports, optional. The per-PO export dialog (Actions → Export) has an Attach printout to my documents checkbox. Tick it and the PDF / XLSX / CSV you download is also saved here.
Label sheets printed during receiving. Labels generated as part of the receive flow are saved automatically as type Labels.
Label sheets printed from the Actions menu, optional. The Print Labels dialog’s Settings step has a Save labels to PO documents checkbox; tick it before printing a PDF label sheet to also attach the file here (it starts unticked each time the dialog opens). See Exports → Label sheet PDFs for details.

Size and format limits

10 MB per upload. Larger files should be linked from elsewhere.
Supported formats: PDF, images (PNG, JPEG, GIF), Excel (XLS, XLSX), CSV, and Word (DOC, DOCX). The file’s contents must actually match its type; renaming an unsupported file to .pdf won’t get it through.

Attaching a document to the Xero bill

Once the purchase order is linked to a bill in Xero (pushed from the Accounting card, or connected to a bill that already existed), every document row gets a paperclip button: Attach to Xero bill. Click it and Logistified sends that file to the linked bill in Xero; a toast confirms “Attached to Xero bill”. This is part of the Elevate plan. If the order isn’t linked to a bill yet, or the bill was voided, the button doesn’t appear.

After attaching, the paperclip shows a check mark. Click it to see when the file was attached and by whom, plus two links:

View in Xero opens the bill in a new tab.
Send again sends the same document once more and replaces the copy already on the bill, so it never shows up twice. A corrected invoice you upload as a new document is a separate file with its own paperclip.

The check mark refers to the bill the order is linked to right now. If you change the order’s bill, the documents show as not attached to the new one until you attach them again. If someone changes the linked bill while you are attaching, Logistified stops and tells you the linked bill changed; check it and try again. With more than one Xero organisation connected, each one gets its own paperclip, labelled with the organisation’s name.

Xero accepts up to 10 files per bill, each up to 25 MB. If a bill already holds 10 files, Xero refuses the new one and the message tells you why.

Removing a document

Click the delete icon on the row. A confirmation dialog asks you to confirm; deletion cannot be undone. Once you confirm, the file is removed from storage and the row disappears.

Deleting a document that you attached to the Xero bill removes it from Logistified only; the copy on the bill stays in Xero. The confirmation dialog says so before you delete. Remove the file in Xero if you no longer want it there.