Creating Purchase Orders

Navigating to Purchase Orders

Purchase orders are managed within the Suppliers section. The PO list gives you an overview of all orders with their current status and totals.

1. 1Open the Suppliers section from the sidebar.
2. 2Click the 'Purchase Orders' tab to view all purchase orders.
3. 3The list displays PO number, supplier name, status, total amount, expected delivery date, and creation date.
4. 4Use the search bar and status filter to find specific orders.

Creating a New Purchase Order

A purchase order starts in DRAFT status, allowing you to build up the order before sending it to your supplier.

1. 1Click the 'New Purchase Order' button.
2. 2Select the Supplier from the dropdown. The supplier's address and payment terms auto-populate.
3. 3Select the Branch the goods will be received into. Admins on a multi-branch plan can choose any branch; Managers can only select their own branch. Single-branch shops auto-select the main branch.
4. 4Enter an optional Reference Number, use this for the supplier's quote number or your internal reference.
5. 5Set the Expected Delivery Date to track when the order should arrive.
6. 6The PO is created in DRAFT status, ready for you to add line items.

Adding Line Items

Line items are the individual products you are ordering. Each line specifies the item, quantity, and unit cost. For variable products, you select the specific variation to order.

1. 1On the PO detail page, click 'Add Item' in the line items section.
2. 2Search for an inventory item by name or SKU.
3. 3For simple products, click the item to add it as a line item.
4. 4For variable products, clicking the item opens a variant selector popup. Pick the specific variation you want to order, out-of-stock variations are also selectable here, since the purpose of a PO is to replenish stock.
5. 5Enter the Quantity you want to order.
6. 6The Unit Cost defaults to the supplier-specific cost from the SupplierItem record for that variation (or the item's standard cost price if no supplier link exists). Adjust if needed.
7. 7The line total (Quantity x Unit Cost) calculates automatically.
8. 8Repeat for each item you need to order.
9. 9The PO total updates in real time as you add or modify line items.

Purchase Order Status Workflow

Every purchase order moves through a defined workflow. Understanding each status helps your team coordinate ordering, receiving, and payment.

• DRAFT, the PO is being prepared. Line items, quantities, and costs can be freely edited. The order has not been communicated to the supplier yet.
• ORDERED, the PO has been sent to the supplier. Line items are locked. Update the expected delivery date or add notes as needed.
• PARTIALLY_RECEIVED, some items from the PO have been received through the goods receipt process, but not all. The PO stays in this status until all items are accounted for.
• RECEIVED, all line items have been fully received. Items are awaiting stocking into inventory unless auto-stock is enabled in your shop settings.
• STOCKED, all received items have been stocked into inventory. Stock levels and weighted average costs have been updated. This is the final completed state for a purchase order.
• CANCELLED, the PO has been cancelled. No further receiving or changes are possible.

Advancing the PO Status

Status transitions are controlled through action buttons on the PO detail page. Only valid transitions are available based on the current status.

1. 1From DRAFT, click 'Send to Supplier' to mark the PO as Ordered. Only Admins can perform this action, Managers can create drafts but cannot send POs.
2. 2From ORDERED, the status moves to PARTIALLY_RECEIVED automatically when you record a partial goods receipt.
3. 3From PARTIALLY_RECEIVED, the status advances to RECEIVED when all remaining items are received.
4. 4From RECEIVED, click 'Stock Items' to add received goods to your inventory. Once all items are stocked, the status advances to STOCKED. If auto-stock is enabled in Settings > Inventory, this step happens automatically during receiving.
5. 5At any point before full receipt, you can cancel the PO using the 'Cancel Order' action.

Notes & Reference Numbers

Purchase orders support free-text notes and a reference number field. Use these to keep your procurement communication organized.

1. 1Add a Reference Number to cross-reference the supplier's quote or invoice number.
2. 2Use the Notes field to record special instructions, shipping preferences, or agreed discounts.
3. 3Notes are visible to all team members who can view the PO but are not sent to the supplier automatically.