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.

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.

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.

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.