Create a purchase order
- Go to Purchasing → Purchase orders and press New purchase order.
- Supplier: choose who you are buying from. The Currency field fills in from the supplier.
- Deliver to: choose the store or warehouse the goods go to.
- Expected delivery: optional date.
- Note to supplier / internal: optional.
- Add products in the Lines area: scan a barcode or type a name or SKU in the search box and pick the product.
- On each line enter the Qty and the Unit cost. A unit cost of 0 is allowed for free goods.
- Pack (optional): the case size the supplier ships in. The quantity must then be a whole number of packs, for example 48 for packs of 12.
- Press Create draft. The order gets a number and waits as a draft.
Press Suggest from reorder levels to see what is running low at that location. With a supplier chosen, it offers that supplier's products. See "Reorder suggestions".
Edit and send
While an order is a draft you can press Edit, change anything and press Save draft.
Press Send when the lines are final. The Send dialog shows the number of lines, the total and where the order will go. After sending, the lines cannot be edited and goods can be received against the order.
Press Send by e-mail to e-mail the order: the supplier receives it as a PDF on your letterhead, and you get a copy. If the supplier has no e-mail address, the dialog says so; add one on the supplier, or press Mark as sent and give the order yourself (open it with View and press Download PDF).
When an order needs approval
Your business can set an amount limit for purchase orders under Settings → Approvals. The limit is in your base currency, and foreign-currency orders are converted.
If an order's total is at or above the limit, pressing Send puts it in pending approval instead. A person with the Approvals permission, who is not the person who sent it, approves it from Approvals in the sidebar. Once approved, the order is sent. It is not e-mailed by the approver: open it and press E-mail to supplier.
If the approver rejects it, the order goes back to draft with their note. You can cancel an order while it is pending; that withdraws the request.
E-mail status and sending again
Open an order with View. The E-mail line shows when and to whom it was e-mailed, or that the e-mail failed and why (for example, the supplier's mailbox refused it).
- If the e-mail failed, press Try again on the E-mail line.
- To e-mail a sent order again, for example after correcting the supplier's address, press E-mail to supplier.
Pressing twice within two minutes sends one e-mail, not two. The supplier's replies go to your company e-mail (Settings → Company), or to you when the company has none.
What the statuses mean
draft: being prepared; can be edited.
pending approval: above the limit, waiting for an approver.
sent: final; waiting for the delivery.
partially received: some goods have arrived, some are still outstanding.
received: everything ordered has arrived.
closed: closed short; nothing more will be received.
cancelled: stopped before anything was received. The number stays used so there are no gaps.
Follow up an order
- Filter the list by Status or Supplier.
- The Received column shows a bar with how much has arrived.
- Press View to see each line's Ordered, Received and Outstanding quantities, and the numbers of the goods receipts made so far.
- If the supplier will not deliver the rest, open the order and press Close short, then Close order.
- To stop a draft or pending order, press Cancel, then Cancel order.
Orders in a foreign currency
An order is in its supplier's currency. The list also shows an approximate total in your base currency at today's rate. If no rate is on file, it says so; add rates under Settings → Currencies & rates. The rate that counts for stock is set when you receive the goods.