Suppliers and purchase orders

Store › Purchase orders lists the stock you order from suppliers. Open shows drafts and orders that have not fully arrived, by expected date. An order past its expected date is marked Overdue.

Suppliers

Choose Suppliers, then New supplier, and enter its name. On its page, click a detail to add or change it: the contact person, email, phone, website, your account number with the supplier, its address, notes, and the lead time in days. A new purchase order is expected the lead time after the day it is created.

From More you can link the supplier to a contact in Contacts, or add it to Contacts. A bill created from one of its purchase orders then names that contact in Accounting. A supplier with purchase orders is archived instead of deleted, so its orders keep it.

Creating a purchase order

Choose New purchase order and pick the supplier, or type a new supplier's name to add it. The purchase order opens as a draft, numbered PO-0001 onwards.

Add items with Add item: search by product, variant, SKU or barcode, then enter the quantity and the cost per item. An empty cost uses the cost from your last purchase order with this supplier for the item, or the item's average cost. Add low-stock items adds every item at or below its reorder point that is not already covered by stock on order, in its Quantity to order, or enough to bring it one above its reorder point.

Click a quantity or a cost to change it. Costs are in the Store's currency.

Sending it

Download PDF makes the purchase order to send yourself. Email to supplier, under More, sends the PDF to the supplier's email address with your message; replies go to the Store's contact email. Sending a draft marks it as ordered. You can also choose Mark as ordered.

The note to the supplier is printed on the PDF.

Receiving stock

When a delivery arrives, open the purchase order. Under Receive items, each item starts with the number still to arrive; change any that differ. Enter the supplier's invoice or delivery note number if you have one, and choose Record received. The items are added to stock, and each item's average cost moves toward the cost on the purchase order. An item with no cost is added to stock without changing its average cost. Each delivery is listed under Deliveries with its invoice or delivery note number, and in the product's stock history. When the Store has more than one stock location, choose where the delivery arrived under Arrived at; see Stock locations and transfers.

Recording the same delivery twice, for example by sending the form again, adds nothing.

A purchase order is Partly received until everything has arrived, then Received. If the rest will not come, choose Close without the rest under More. A purchase order with nothing received can be canceled, and a draft deleted.

Creating a bill in Accounting

When a purchase order is received and Accounting is set up for the team, Create bill in Accounting under More enters a bill from the supplier for the cost of what arrived. The amount goes to the Inventory account and is owed in Accounts payable until you pay it in Accounting › Bills. Items with no cost are left out. The books must be kept in the Store's currency; otherwise enter the bill in Accounting with both amounts. See Keep books with Accounting.

If stock did not change after a delivery, check that the product tracks stock. For anything else, Contact support.