Add suppliers and create purchase orders

Record what you order from your suppliers. Goods you have ordered show in the Incoming column on the Inventory page, and are added to the available number when you receive them.

A purchase order goes through the steps Draft, Ordered, then Partially received or Received.

Add a supplier

1. Go to Products › Purchase orders.
2. Click Suppliers.
3. Click Add supplier.
4. Enter the Name. You can fill in the other fields, such as Contact name, Email, Phone and the address, later.
5. Click Save.

Create a purchase order

1. Go to Products › Purchase orders.
2. Click Create purchase order.
3. Under Select supplier, choose the supplier. The receiving location is already chosen.
4. In the Products card, click Add, tick the variants you want to order, then click Add to purchase order.
5. Enter the Quantity and Cost for each row. If the variant already has a cost, the Cost is filled in with it.
6. Click Save.

A new order is in Draft status and doesn’t affect your stock yet. Before you place it, you can add shipping fees, other costs, the expected arrival date and payment terms.

Mark the order as ordered

Once you have placed the order with the supplier, mark the order as ordered so the goods show in the Incoming column.

1. Open the purchase order.
2. Click Mark as ordered, then confirm.
3. If you want to send the order to the supplier, click Send to supplier or Download PDF.

On a phone, these buttons are under the three-dot icon More actions.

Receive goods into stock

You can receive goods more than once, for example when the supplier delivers in several shipments.

1. Open the purchase order.
2. Click Receive.
3. Enter the quantity in the Accepted field for each row. Enter faulty goods you are not accepting in the Rejected field. If everything arrived, click Accept everything outstanding.
4. Click Receive in the dialog.

The accepted quantity is added to Available. The rejected quantity doesn’t go into stock. Both are taken off Incoming. The order changes to Partially received, or to Received when every row has been accepted or rejected up to the ordered quantity.

Close or cancel an order

If the supplier won’t deliver the rest, end the order so the goods no longer sit in Incoming.

1. Open the purchase order.
2. Click More actions.
3. Choose Close order if you have received part of the goods. Choose Cancel order if you haven’t received anything yet.
4. Confirm in the dialog.

Frequently asked questions