Create and receive purchase orders

See what to reorder

Go to Store setup > Stock and click Low stock by vendor. Each vendor gets a list of items at or under their warning level, with Short by and what's already On order.

Create a purchase order

Cost each starts at the vendor's cost for the item, or the item's own cost if the vendor has none.

1. Quick way: on Low stock by vendor, click Create order beside a vendor. The short items are filled in. Change quantities if you need to.
2. Or go to Store setup > Purchase orders and click New order, then choose the Vendor.
3. Optional: set Expected, the date it's due.
4. Under Add an item, pick each item and type the Quantity and Cost each.
5. Optional: add Other charges for shipping or tax, What the charges are, a Note to the vendor and an Internal note.
6. Click Save draft.

Send the order

Download CSV gives the order lines as a spreadsheet. The Internal note is never printed.

1. Open the draft and click Mark as ordered. The order gets its number.
2. Click Print… and choose Save as PDF in the print dialog.
3. Email or hand the PDF to your vendor.

Receive a delivery

Stock goes up straight away. If only part of the order came, it shows Partly received. Receive the rest when it arrives.

1. Open the order and click Receive delivery.
2. For each line, type what Arrived now. Where a vendor sells by the case, choose cases or units.
3. Check Cost each against the invoice.
4. Optional: add the Delivery reference, the invoice or packing slip number.
5. Click Receive.

When the invoice price is different

Receiving never changes a cost unless you ask. Type the new Cost each, then tick Make this [vendor]'s cost for it to update the vendor's price, Make this the item's own cost (used by the cost reports) to update the item, both, or neither.

Fix or close an order

• Change a draft: Edit, or Delete draft.
• Change an order you've sent: Amend, and say What changed.
• Undo a wrong delivery: click Correct on that delivery.
• Stop an order nothing arrived on: Cancel order.
• Close an order that came short: Cancel what has not arrived.