Purchase Orders
Purchase orders track what you've ordered from suppliers, from approval to delivery. When the goods arrive, receiving them updates your stock automatically — and you can attach the supplier's invoice to keep every cost in one place.
Creating a Purchase Order
Go to Purchase Orders → New PO (manager/admin only). Set the header information:
- Supplier (required) — Select from active suppliers. If you add a product with a preferred supplier set and no supplier is selected yet, the supplier auto-fills.
- Order Date — Defaults to today.
- Expected Delivery Date — When you expect the goods to arrive.
- Payment Terms (days) — Pre-filled from the supplier's default.
- Currency — Pre-filled from the supplier's default.
- Notes and Internal Notes.
Line items: Product (optional), Description, Quantity (required), Unit Cost (required), Discount, Tax Rate. After goods are received, each line shows Qty Received.
Purchase Order Workflow
Purchase orders follow this workflow:
- 1. Draft — Being prepared. Only manager/admin can create.
- 2. Approve — Click Approve to confirm the order. Status becomes Approved.
- 3. Receive — When goods arrive, click Receive to open the Receive Goods modal.
- 4. Cancel — Can cancel at any point before fully receiving.
Receiving Goods
In the Receive Goods modal, for each item enter: Quantity Received (can be less than ordered for partial receipt) and Unit Price (adjustable if the actual invoice differs from the PO price). Also enter the Receipt Date, an optional Location, and optional Notes.
- Partial receipt → PO status: Partially Received.
- All quantities received → Received.
Supplier Invoices
After receiving goods, you can attach the supplier's invoice to the goods receipt. Open the purchase order, find the goods receipt, and record:
- Supplier Invoice Number — the supplier's reference.
- Invoice Date — the date on the supplier invoice.
- Invoice Amount — the amount the supplier billed.
- Attachment — optionally upload the invoice PDF (downloadable later).