Purchase orders
Record stock you've ordered from a supplier, then receive it onto the shelf in one step.
A purchase order records what you've ordered and what it costs. Stock doesn't change until you receive the order.
Raise a purchase order
At the top of the menu, check you're working in the store the goods will arrive at. Stock is received into that store.
Open Stock → Purchases and select Purchase order.
Choose the Supplier.
Under Items, choose a Product, enter the quantity and the unit cost. The cost starts at the product's current cost price.
Select Add item for more products. Order total adds them up.
Select Create order.
The order gets a number such as PO-1001 and the status ordered.
Receive the order
When the delivery arrives and you've checked it:
Open Stock → Purchases.
On the order, select Receive.
Receiving:
- adds every line's quantity to stock at the order's store
- updates each product's cost price to the unit cost on the order
- records a Received entry in each product's movement history, noted with the PO number
- changes the status to received
The whole order is received at once. If only part of a delivery arrived, receive the order and then adjust stock out for what's missing, with a note.
Cancel an order
If the order won't arrive, select Cancel on it. The status becomes cancelled and stock doesn't change. Only orders that haven't been received can be cancelled.
The Purchases page
Two tabs:
- Purchase orders — each order's number, date, supplier, number of items, total and status.
- Suppliers — your suppliers and their contacts. Manage them fully in Suppliers.
Good to know
- Only tracked products can be ordered.
- Want the stock in a warehouse? Receive it at a store, then transfer it.
- Received orders can't be undone. Correct mistakes with an adjustment.
- "You do not have permission to receive purchase orders" — ask your business owner or admin.
- Package limits apply to how many purchase orders you can raise.