A purchase order records what you've ordered from a supplier and when it should arrive. When the delivery comes, you receive it against the order, and stock goes up at the location it was delivered to.
Before you start
- Who can do it: seeing orders and vendors needs access to purchasing; creating and changing them needs permission to manage it.
- Pick one location. Each order delivers to one location. Choose it in the location pill in the top bar.
Add a vendor
Start
Go to Retail → Vendors and select New vendor.
Fill in the details
Enter the Name, and if you like the Contact name, Email, Phone, Website, Payment terms (such as Net 30) and Notes.
Save
Select Create.
To stop ordering from a vendor, open it and choose Archive. It no longer appears for new orders, and past orders keep their history.
Raise a purchase order
Start
Go to Retail → Purchase orders and select New PO. Delivering to shows the location it's for. To order from the reorder list instead, see Reorder low stock.
Choose the vendor and date
Choose the Vendor and, if you know it, the Expected by date.
Add the lines
Select Add line. For each, pick a product (and its size or shade, if it has them) and enter the Qty and Unit price. For something not in your catalogue, such as a display stand, choose Free-form item and type a Description.
Add tax and shipping
The Subtotal adds up the lines. Enter any Tax and Shipping.
Save or send
Select Save draft to finish later, or Save & send once you've placed the order.
Receive a delivery
Open the order
Go to Retail → Purchase orders and select Receive on the order's row, or open the order and select Receive items.
Enter what arrived
For each line, enter how many arrived. Fill remainder fills in everything still outstanding.
Record it
Select Record receipt. Stock goes up at the order's location.
Receive what actually arrived, not what the invoice says. If part of the order is missing, it shows Partially received until the rest comes.
Statuses
| Status | Meaning |
|---|---|
| Draft | Being prepared. Nothing is ordered yet. |
| Sent | Ordered from the vendor |
| Partially received | Some items have arrived |
| Received | Everything has arrived |
| Cancelled | Closed. Nothing more can be received. |
Change or cancel an order
Select Edit to change the lines, quantities or prices, until the order is received or cancelled. You can't lower a line below what's already been received. An order with a free-form line only lets you change the expected date and notes.
To cancel, open the order, select Cancel, then Cancel order. It stays in the list as a record.
Low-stock emails
Once a day, the business owner gets an email listing products at or below their Low-stock alert at level. A product isn't repeated for 7 days, and is left out if an open order already covers it.
Check it worked
After you record a receipt, you see Receipts saved, or Fully received when nothing is left. The list shows units received out of the total, and the product's stock has gone up at that location.
If something goes wrong
"Pick a specific location before creating a PO"
All locations is selected. Choose a location in the location pill, then try again.
The vendor isn't in the list
It may be archived. Add it again under Retail → Vendors.
Where can I see what's on order?
Retail → Purchase orders shows each order's status and ETA. Under Reports, Stock on hand shows current stock and Stock movement log shows each receipt.