Purchase Orders

Purchase Orders let you order stock from your suppliers and receive it into one of your store's locations.

Purchase Orders are available on plans with Locations enabled. You can open the Purchase Orders overview from the Locations page, or from the Products page.

The Purchase Orders overview

The overview lists the purchase orders in your store. Each row shows the purchase order number, supplier, destination, status, received quantity, value and expected arrival.

A purchase order can have one of the following statuses:

• Draft — the order is still being prepared and can be edited or deleted.
• Ordered — the order has been placed with the supplier and is awaiting stock. The delivery details can still be edited.
• Partially Received — some of the ordered stock has been received. The delivery details can still be edited.
• Received — all of the ordered stock has been received.
• Closed — the order has been closed.

Creating a purchase order

Click Create Purchase Order and choose the Supplier and the Destination location the stock will be received into. You can also set the payment terms, supplier currency, exchange rate, expected arrival, carrier, tracking number, reference and a note. Click Save as Draft to create the order.

Adding items

While the order is a Draft, choose Add Item to open the product picker, find the product and variation you are ordering, and add it to the order. Each line records the supplier's SKU for the item, the quantity ordered and the unit cost.

To change a line, click the pencil icon to edit its supplier SKU, quantity or cost, then click the check to save. Click the trash icon to remove the line.

Editing a purchase order

While a purchase order is a Draft, open it and choose Edit Purchase Order to change any of its details, including the supplier, destination, payment terms, supplier currency, exchange rate, carrier, tracking number, reference, expected arrival and note.

Once the order has been placed, the supplier, destination, payment terms, currency and exchange rate are fixed, but you can still correct the delivery details. Open the purchase order, choose Edit Purchase Order and update the expected arrival, carrier, tracking number, reference or note. This is useful when a delivery is delayed or the tracking number is only known after dispatch.

A Received or Closed purchase order can no longer be edited.

A draft that is no longer needed can be deleted with Delete this Purchase Order. An order that has been placed cannot be deleted, only closed.

Placing the order

When the order is complete, choose Mark as Ordered. This records that the order has been placed with the supplier and locks in the exchange rate for the order. You can only mark an order as ordered once it has at least one item.

Receiving stock

When a delivery arrives, open the purchase order and choose Receive Stock. Enter the quantity received for each line and the actual unit cost invoiced for this delivery, then confirm. The stock is added to the order's destination location, and the received quantity and status are updated.

Each delivery is recorded as a separate receipt, so an order can be received in full or in part.

Reversing a receipt

A receipt can be reversed if it was keyed incorrectly. On the purchase order, find the receipt in the Receipts list and click Reverse, then confirm.

Reversing a receipt:

• removes the received quantity from the destination location,
• returns the purchase order's received quantity and status to what they were before the receipt, and
• restores the product's cost to the value it had before the receipt.

Receipts cannot be edited or deleted, so a correction always leaves both the original and the reversing entry in the receipt history.

You can only reverse the most recent receipt for a product. If a later receipt exists for the same product, reverse that one first. A receipt also cannot be reversed if the stock it added is no longer at the location (for example, it has since been sold or moved); adjust the stock first.

Closing a purchase order

Once an order has been placed, choose Close Purchase Order to close it. You can close an order while it is Ordered or Partially Received — for example, when the outstanding stock will not arrive. A fully Received order is already complete. A closed purchase order is final and can no longer be edited or received against.

Emailing the purchase order to the supplier

Choose Email to Supplier to send the purchase order to the supplier. You can change the recipient's email address, the subject and the message, and the purchase order PDF is attached automatically.

Printing or downloading a purchase order

Choose Print / Download PDF to open the purchase order as a PDF in a new tab, ready to print or save.

Duplicating a purchase order

Choose Duplicate to create a copy of the purchase order as a new draft, with the same supplier, destination, payment terms, currency, reference, note and items. The new order starts with nothing received, so it is useful for reordering the same stock.

Supplier currency and exchange rates

A purchase order is priced in the supplier's currency. If that differs from your store's currency, enter an Exchange Rate to your store currency, or leave it blank to use the automatic rate. The rate is locked in when you mark the order as ordered, and the order shows both the supplier currency total and the equivalent in your store currency.

The Timeline

Each purchase order has a Timeline showing its history — when it was created, ordered, edited, received and closed, and who made each change.

Transfers

If stock received against a purchase order is later moved to another location with a transfer, the Transfers list on the purchase order shows those transfers.

Filtering purchase orders

Use the search box and the filter panel on the right to narrow the list.

Status

Choose a status from the Purchase Order status list to show only orders in that state. Select All purchase orders to clear the status filter.

Search

Enter a supplier name, reference or tracking number in the search box to find matching orders.

Custom Search

You can add filters for a specific supplier or destination:

1. In the Custom Search panel, choose either Supplier or Destination.
2. Select the supplier or location you want to filter by.
3. Click Add filter.

The chosen filter is added to the Current Filters list, and the list updates to show only matching orders. You can add both a supplier filter and a destination filter at the same time; the list then shows only orders that match both.

To remove a filter, click Delete beside it in the Current Filters list.

Purchase Orders per page

Choose how many purchase orders are shown on each page.