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Purchase Orders

Purchase orders help you track orders placed with your suppliers. Create purchase orders to document what you're ordering, from whom, and at what cost.

Creating a Purchase Order

  1. Go to "Purchase Orders" in the navigation menu, under Inventory
  2. Click "New Order"
  3. Select a supplier. Suppliers come from the Suppliers page, or use the "Create one" link.
  4. Add line items by selecting products and entering quantities and unit costs. Products come from Product Management.
  5. Set the order date and expected delivery date
  6. Add shipping cost and any notes
  7. Save the purchase order

Purchase Order Details

Each purchase order includes:

  • Supplier: The vendor you're ordering from
  • Line Items: Products, quantities ordered, and unit costs
  • Order Date: When the order was placed
  • Expected Delivery Date: When you expect the order to arrive
  • Shipping Cost: Delivery or freight charges
  • Total Amount: Calculated from line items plus shipping
  • Notes: Any additional information about the order

Order Status

Purchase orders move through these statuses as they progress:

  • Draft: Order created but not yet finalized
  • Pending: Awaiting approval
  • Approved: Approved but not yet sent to the supplier
  • Sent: Order sent to the supplier
  • On Order: Confirmed by the supplier and awaiting delivery
  • Partially Received: Some items from the order have arrived
  • Received: All items have been received
  • Cancelled: Order has been cancelled

Receiving Orders

When goods arrive from a supplier, you can record the received quantities:

  1. Click the "Receive Order" button on the order's row
  2. Enter the quantity received for each line item
  3. Click "Confirm Received"

For products with Track Inventory on, the received quantities are added to stock, and a stock record is created if the product doesn't have one yet. See Inventory Management. If only some items arrive, the order status changes to "Partially Received" until all items are accounted for.

Managing Purchase Orders

From the Purchase Orders page, you can view, edit, or delete existing orders. Use the search and filter options to find specific orders by supplier, date, or product.

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