Buying
Purchase orders
A purchase order moves through six states: draft, ordered, partially received, received, stocked and cancelled. It carries its own tax and shipping cost, an expected date, attachments, and a branch that the stock will land in.
Free allows 5 purchase orders a month. Pro allows 50. Business has no limit.
What it does
Ordering parts and receiving them are different days, and a delivery is often short. A single tick box cannot describe that.
So a purchase order has a state for the middle. Partially received means some of it arrived, and the order still knows what is outstanding.
Each order belongs to a branch, which is the branch the stock lands in. That matters in a shop where one branch orders for another.
The order carries its own tax and shipping cost, so the total you owe is the real total rather than the sum of the lines.
An order that will never be completed can be closed with a reason recorded, instead of sitting open forever.
The six states
- 01
Draft
Being built. Nothing has been sent.
- 02
Ordered
Sent to the supplier. The expected date applies from here.
- 03
Partially received
Some of it arrived. The rest is still outstanding.
- 04
Received
Everything arrived, but it has not gone onto the shelf yet.
- 05
Stocked
It is on the shelf and counted.
- 06
Cancelled
The order stopped. The record stays, with a reason.
Every capability
| Number | Generated per shop and branch |
|---|---|
| Branch | Set per order. This is where the stock lands |
| Lines | Products and variations, each at a unit cost |
| Costs | Tax and shipping carried on the order, not spread across lines |
| Expected date | Set per order |
| Attachments | Files attached to the order |
| Send the order to the supplier from Fixmo | |
| Closing short | Close an order with a reason rather than leaving it open |
| Payment status | Unpaid, partly paid or paid, tracked separately from delivery |
| Timestamps | Ordered, received, stocked and closed are each recorded |
Questions
What if the supplier sends less than I ordered?
Receive what arrived. The order moves to partially received and remembers what is still outstanding. Receive the rest later, or close the order short with a reason.
Why are received and stocked separate?
Because a box in the back room is not stock on the shelf. Keeping them apart means the count only changes when someone has actually put the parts away. You can collapse the two into one step if you prefer.
Can I email the order to my supplier?
Yes, from Fixmo, using your own email settings.
How many purchase orders can I raise?
Free allows 5 a month, Pro allows 50, and Business has no limit.