How to Use Purchase Orders for Restocking

How to Use Purchase Orders for Restocking

Purchase Orders (POs) allow you to formally record stock you are ordering from a supplier before it physically arrives. When the stock arrives, it is received through the invoice flow.

Navigation

Go to Inventory > Procurement > Purchase Orders (route: /clients/procurement/purchase-orders/).

The PO list shows: PO Number, Supplier, Status, Expected Delivery, Total, and Actions. You can search, filter by Status, or Export CSV.

Creating a Purchase Order

1. Click Add PO.
2. Fill in:
   • Supplier (dropdown)
   • Expected Delivery Date
   • Currency
   • Tax Rate
   • Notes (optional)
3. In the Items section, search by SKU to find products and add them to the Items Table. Each row shows SKU, Name, Qty, Unit Cost, and Subtotal.
4. Click Save as Draft to save without submitting, or Save & Submit to submit the PO to the supplier.

PO Statuses

| Status | Meaning | |--------|---------| | Draft | Created but not yet submitted | | Submitted | Sent to supplier | | Partially Received | Some items have been received | | Received | All items received |

Receiving Stock Against a PO

When goods arrive, use the Product Receive Invoice flow (Catalogue > product view > Manage > Invoice) to record the received stock. Reference the PO number in the Invoice Number field to maintain traceability.

Managing Suppliers

Suppliers are managed at Inventory > Supplier (route: /clients/supplier/). Click Add Supplier to create a supplier record with Name, Company, Email, Phone, Address, Website, VAT No, Country, City, State, and Post Code.