Purchase orders

A purchase order (PO) is the list of goods you're ordering from a supplier: the items, how many, and the agreed prices. You raise it, send it to the supplier, then receive it when the delivery lands.

🔷 For managers & admins

You need purchases.orders.read to view POs, and purchases.orders.create / .update / .delete to manage them. Requires the purchasing module.

The purchase orders list — Each row shows the order number, supplier, status and total.

Create a purchase order

On the Purchase Orders screen select Create order.
Set the Date and, if relevant, a Due Date.
Choose the Supplier. Their address, email, phone and VAT fill into the supplier panel automatically.
Choose the Branch the stock is being bought for.
Add a Reference (optional) — e.g. the supplier's own quote number.
Add lines — one per product you're buying (see below).
Set the Status to Draft while you're still editing, or Ordered once you've sent it to the supplier.
Select Save. The order number is assigned on save.

Creating a purchase order — Header details, supplier panel and line items on one screen.

Adding line items

Each line is one product you're ordering:

Column	What it's for
Product / Description	Search and pick the product
Qty	How many you're ordering
Unit	Choose the buying unit when the product has more than one (e.g. box vs each)
Unit Price	The price you're paying per unit
Discount	Any per-line discount
Tax	Pick the tax — the line tax is worked out for you
Amount	The line total, calculated automatically

The Subtotal, Discount, Tax and Total at the bottom update as you type.

Don't have the product yet? Quick-create it

If you're ordering something that isn't in your catalog, you don't have to leave the PO. On a line row, select the + (Create new product) button to open a small New Product form:

Enter the Product name (required).
Optionally set a Purchase price, Sale price and SKU.
Select Create & Select.

The product is added to your catalog and dropped straight onto the line you were editing. You can flesh out its full details later in Products.

Statuses

Status	Meaning
Draft	Still being edited; not yet sent
Ordered	Sent to the supplier, awaiting delivery
Received	Goods arrived and added to stock (see Receiving)
Partial	Part-received (set by the system)
Cancelled	Order called off

When creating or editing, you set Draft or Ordered yourself. Received, Partial and Cancelled come from receiving or cancelling the order.

Edit, track and delete

Edit — available while a PO is Draft or Ordered. Open the order and select Edit.
Track — the list shows each order's status and total; sort by order number or date, and use the filters to narrow by status.
Delete — only allowed while a PO is still Draft. Once it's ordered or received, cancel it instead of deleting so history stays intact.

A supplier and at least one line are required to order

You can't move a PO into Ordered (or receive it) without a supplier and at least one line item — the form will ask you to add them.

Purchase orders ​

Create a purchase order ​

Adding line items ​

Don't have the product yet? Quick-create it ​

Statuses ​

Edit, track and delete ​