Create and receive a purchase order

A purchase order (PO) records what you ordered from a supplier. When the stock arrives you receive it against the PO, and your inventory updates automatically.

#Create the purchase order

1. Go to Purchase Orders and click Create Purchase Order.
2. Choose the Supplier ① and the Expected Delivery date ②.
3. If the supplier owes you money from a return, you'll see how much supplier credit is available ③.
4. Leave Status ④ as Draft while you build the order.
5. To use that credit, enter an amount under Apply supplier credit ⑤ or click Apply max.

6. Under Line Items, click Add Item ① to add products, or Upload File ② to import a list.
7. Set the quantity and unit cost for each line ③.
8. Click Create Purchase Order ④.

#Approve and send it

1. Open the PO and use the status menu ① to change it to Approved ②.
2. Use Print PO or Email to Supplier ④ to send it.
3. When you pay the supplier, click Record Payment ③.

#Receive the items

1. When the delivery arrives, open the PO and choose Receive Items.
2. Previously Received ① shows what has already been booked in.
3. Enter what arrived today under Receiving Now ②. You can receive part of an order now and the rest later.
4. Click Confirm Receipt ③.

The stock is added to inventory straight away. Parts ordered for a specific repair (special orders) are marked Received on the ticket too.

#Record a payment

1. Click Record Payment.
2. Choose the Method ①: Supplier Credit (when available), Cash or Card.
3. Enter the Amount ②. You can split the payment across several methods.
4. Click Record ③.

#Related

• Add a supplier
• Return faulty parts to a supplier (RMA)
• Order a special part for a repair