Purchase Orders

You prepare the goods order you will give to your supplier, send it by e-mail, and when the goods arrive you use Receive goods to increase your stock…

Where to find: Left menu → Stock → Purchase Orders Who it's for: Anyone who orders goods from a supplier and wants to add the arriving goods to stock In short: You prepare the goods order you will give to your supplier, send it by e-mail, and when the goods arrive you use Receive goods to increase your stock automatically.

What is it for?

When one of your products runs out, you ask your supplier for new goods. A Purchase Order lets you follow this process from start to finish:

You prepare the order as a draft (which product, how many, at what price).
You click Send to supplier — the system sends an e-mail with a PDF.
When the goods arrive you use Receive goods — stock increases automatically.

This way, the information "what did I order, what arrived, how much is still missing" stays on a single screen.

Before creating an order, you must have defined at least one warehouse and one supplier.

The 5 statuses of an order

Label	What does it mean?
Draft (grey)	Being prepared. It has not gone to the supplier yet. It can be edited freely.
Sent (blue)	It was sent to the supplier by e-mail. The goods are awaited.
Partially received (orange)	Part of the goods has arrived, the rest is awaited.
Received (green)	The whole order has arrived. It is finished.
Cancelled (red)	The order was cancelled.

Received and Cancelled are final stops; there is no way out of these statuses.

An order can only be edited while in Draft status. To change it after sending, you first have to click Revert to draft — but this is not allowed if you have already received goods.

The list screen

Filters

Item	What does it do?
Search order no, supplier or product...	Searches in the order number, the supplier name and the product name.
All statuses	Filters by status.
All suppliers	Filters by supplier.
New order	Opens the empty order form.

Table columns

Column	What does it show?
Order No	The automatic number (e.g. `PO-2026-000042`).
Supplier	The supplier name. If none is selected, it says No supplier selected.
Target Warehouse	The warehouse the goods will go into.
Lines	The number of different products in the order.
Received	`arrived / ordered` quantity.
Grand Total	The total amount of the order.
Order Date	The date of the order.
Status	One of the 5 statuses above.

In the three dots menu on the right, the following appear depending on the status: View, Edit (Draft only), Receive goods (Sent / Partially received), Delete (Draft / Cancelled).

20 orders are shown per page.

Creating a new order (step by step)

Click the New order button. The form is made up of four cards.

1. Supplier Information

Field	Required?	Description
Supplier	No to save, yes to send	The company you will buy the goods from.
Note to Supplier	No	A note that will be visible to the supplier on the order printout. At most 2,000 characters.

2. Order Information

Field	Required?	Description
Target Warehouse	Yes	The warehouse the goods will go into. The default warehouse is selected automatically.
Currency	Yes	The currency of the order. The default is your store currency.
Order Date	Yes	Comes as today by default.
Expected Delivery	No	When you expect the goods to arrive.
Internal Note	No	A note only your team will see. It does not go to the supplier.

Do not mix up the difference between Note to Supplier and Internal Note: the first appears on the document sent to the supplier, the second stays only with you.

3. Order Lines

Pick the products with the Add product button. On each row:

Column	Description
Quantity	How many units you are ordering. At least 1.
Unit Cost	The unit price your supplier gives you. If the product has a recorded cost, it comes automatically.
VAT %	The VAT rate to apply to this line (0–100).
Row Total	Calculated automatically: `Quantity × Unit Cost × (1 + VAT/100)`.

You cannot add the same product (with the same variant) twice.

4. Amounts

You enter the Shipping and Discount amounts. The summary on the right shows this:

Subtotal + VAT + Shipping − Discount = Grand Total

The discount cannot exceed the order total.

Save the form with the Save draft button.

If you use the Create order for supplier button on the Low Stock screen, this form opens pre-filled with the products you picked. This is the most practical way.

Sending to the supplier

When the draft is ready, click the Send to supplier button on the detail page.

In the window that opens:

Recipient e-mail — the supplier's recorded address is shown.
Additional message (optional) — a short note you want to pass on.
Send a copy to me too — if you tick it, a copy comes to you as well.

When you click Send, the system prepares the PDF of the order, sends it to the supplier by e-mail and sets the status to Sent.

You cannot send if the supplier's e-mail address is not recorded. This warning appears on screen: "To send this order, you must first add a valid e-mail address to the supplier card." You can add the address with the Edit supplier link next to it.

To be able to send, the order must have at least one line.

What happens if the e-mail does not go through? The order still stays in Sent status and a warning is shown to you. In that case you can take the order with Print and deliver it by hand or another way.

Receiving goods (the most important step)

When the goods reach your warehouse, click the Receive goods button on the detail page.

The window that opens lists only the lines that are still awaited. Each row has the information "Remaining: {remaining}/{ordered}" and a quantity box.

The boxes are pre-filled with the whole remaining quantity. If everything arrived complete, it is enough to confirm without changing anything.

Step by step

Click the Receive goods button.
Check the arriving quantities; if less arrived, lower the number.
If you like, tick the Update product cost prices box.
Click the Receive {number} units button.

What happens?

The quantities you entered are added to (increased in) the stock in your target warehouse.
Each entry lands in Stock Movements with the reason Purchase and the order number as the reference.
If all lines have arrived in full, the status becomes Received; if they arrived partly, it becomes Partially received.

You cannot receive more than you ordered. If extra goods arrive, open a separate order or adjust the stock by hand.

What does "Update product cost prices" do?

If you tick it, the cost price of the products you receive is replaced with the unit cost in this order. This directly affects your profit and margin reports.

This option can only be used when the order is in your store's currency. On orders in a different currency the box is disabled and this explanation appears: "Cost updating can only be done on orders in the store currency."

Other actions

Action	When does it appear?	What does it do?
Print	In every status	Opens the printable document of the order.
Revert to draft	Sent	Makes the order editable again.
Cancel order	Draft, Sent, Partially received	Cancels the order; goods cannot be received for the remaining quantities.
Delete	Draft, Cancelled	Deletes the order permanently.

Cancelling does not take back the stock of goods you have already received. The warning on the screen says this clearly: "Stock that has already been received is not taken back." If you want to correct the stock, you have to do a manual adjustment or a Stock Count.

An order that has been partially received cannot be reverted to draft.

Frequently asked questions

The goods are arriving in batches, what should I do? Use Receive goods each time a batch arrives and enter the quantities that came in that batch. The order stays in Partially received status until everything is complete.

I received the wrong quantity. Receiving goods cannot be undone. To correct the difference, update the stock by hand or do a Stock Count.

I sent the order but the price changed. Click Revert to draft and edit it, then send it again. However, this is not allowed if you have already received goods.

Can I give the order number myself? No, the number is generated automatically (PO-{year}-{sequence}).

If I change the product name later, does the order document break? No. The product name, its variant and its SKU are saved at the moment of the order; the document keeps the historical name.

Stock — Overview — An overview of the Stock section.
Warehouse Management (List and Form) — Defining warehouses.
Low Stock (Alert List) — Finding the products you need to order.
Stock Count — Doing a count and applying the differences to stock.
Stock Movements (History List) — The full history of stock in/out.
Suppliers — The supplier card and its e-mail address.

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