Purchase Orders
A purchase order (PO) is a record of stock you are ordering from a supplier. You create a draft, place it with the supplier, and then receive the items into a location when they arrive. Receiving a PO updates your stock levels and recalculates each product's average cost.
The Purchase Order Lifecycle
| Status | What It Means |
|---|---|
| Draft | The order is being prepared. You can still edit items and quantities. |
| Placed | The order has been sent to the supplier. It is now awaiting delivery. |
| Partially Received | Some — but not all — of the ordered items have arrived. |
| Received | All items have arrived and stock has been updated. |
| Cancelled | The order was cancelled before completion. |
Creating a Purchase Order
Open Purchase Orders
Go to Inventory → Purchase Orders and tap New Purchase Order.
Choose a supplier
Pick the supplier from the supplier picker. The supplier's name and email fill in automatically. If you haven't added the supplier yet, create it first under Inventory → Suppliers.
Choose a destination location
Select the location that will receive the stock.
Add items
Add each product you are ordering. For every line, set the unit cost (shown in your store currency) and the quantity using the stepper.
Save the draft
Review the order total and save. The PO is created in Draft status.
Placing the Order
When the draft is ready, open it and tap Place. This marks the order as sent to the supplier and locks the items so quantities stay accurate while you wait for delivery.
If your store uses manager approval for purchasing, placing a large order may require a manager's PIN approval before it is sent. See Approvals & Permissions.
Receiving Stock
When the delivery arrives, receive the order to update your stock.
Open the placed order
Find the order in the Purchase Orders list and open it.
Tap Receive
The receive form lists every outstanding line with the quantity still expected.
Confirm or adjust quantities
Each line defaults to the full outstanding quantity. If only part of the order arrived, lower the received quantity for that line — this is a partial receive.
Confirm
Stock increases at the destination location and each product's weighted average cost is recalculated from the unit costs on the order.
If you received only part of the order, the PO moves to Partially Received. Receive the rest later when it arrives.
Cancelling an Order
You can cancel a Draft or Placed order that is no longer needed. Cancelling does not change stock — it only closes the order. A received order cannot be cancelled.