How do I create a purchase order and receive stock?

A purchase order tells a supplier what you want to buy. When the delivery arrives you turn it into a purchase, which adds the stock and records what you owe in the supplier’s ledger. Available on the Stockroom and Chain plans.

Before you start

• The supplier saved under Contacts → Suppliers, with their pay terms, for example 30 days.
• Your low-stock report, to see what needs ordering.

Create the purchase order

1. Go to Purchases → Purchase orders → Add.
2. Choose the supplier and the location the stock is for.
3. Add products by name, SKU or barcode, and enter quantities and unit costs.
4. Add shipping or other charges if the supplier bills them.
5. Save, then print or download it to send to the supplier, or share it on WhatsApp.

Receive the delivery

1. When the goods arrive, open Purchases → Add purchase and link the purchase order, or convert the order from its menu.
2. Check each line against what arrived. Change quantities for short deliveries; the rest stays open on the order.
3. Scan serial numbers for serialised products.
4. Enter the supplier’s invoice number as the reference.
5. Set the purchase status to received. Stock is added only when the status is received.
6. Record any payment you made now; the balance goes to the supplier ledger.
7. Print labels for the new stock from the purchase.

Returns to the supplier

Use Purchases → Purchase return on the purchase to send faulty or wrong items back. Stock and the ledger adjust automatically.

Common problems

• Stock didn’t increase. The purchase status is “ordered” or “pending”. Change it to “received”.
• Costs look wrong in profit reports. Unit costs were entered with tax when the supplier’s prices were before tax, or the other way round. Check the purchase tax setting.

Tips

• Use the stock alert quantity on each product so the low-stock report tells you what to order.
• Receive what arrives, not what was ordered. Short deliveries are normal; recording them honestly keeps the ledger right.
• Compare the supplier’s invoice with your purchase before you pay. The supplier ledger shows the balance due and the due date from your pay terms, so you pay the right amount on time and can settle disputes with a printed statement.