Purchase orders & receiving stock

Purchasing is where you buy stock from suppliers: Purchasing › Purchase list and Purchasing › Add purchase order. Every purchase order starts as a Draft with its own number.

Creating a purchase order

1. Add new purchase order opens the editor on a draft.
2. Choose the supplier (Select a supplier / Add new supplier) — the supplier's products and prices follow.
3. Fill the header: purchase order date, reference, purchase person, delivery date (expected arrival), notes (admin note, supplier note, printed note), currency and VAT mode.
4. Set the destination stock location — the warehouse the goods will be received into. This can only be chosen while the order is a draft.
5. Add lines: via the product search panel, barcode scan or reference — same as orders/invoices. Lines carry the buy price (supplier price), VAT, discount and totals.
6. Update to save.

Quantity suggestions

The Purchase quantity based on selector pre-fills suggested quantities when adding products: from the last purchase quantity or from sales over this month / past month / past 3 or 6 months / past year. And if supplier-specific buy prices shouldn't apply, switch on Ignore supplier pricing.

The status pipeline

Draft → Sent to supplier → Preparing for shipment → Supplier shipped → Order received

An order can be Cancelled instead. Sending the order to the supplier (e-mail/print) marks it Sent to supplier; from then on, the ordered quantities appear on each product's coming to stock — so you always see what's on its way.

Receiving the goods

1. Set the status to Order received. Each line's Qty received column is pre-filled with the ordered quantity.
2. Edit the received quantities for partial deliveries — receiving is per line, so half a shipment is fine; the rest stays pending.
3. Press Confirm on each line (or Confirm all received quantities at once). A confirmed line moves the actual stock into the destination location and writes the stock diary entry; confirmed lines show Received Quantity Confirmed.

Stock physically lands in the system only at the confirm step — not when the status merely changes — so you can receive, check and confirm at your own pace.

After receiving

• The purchase list and the product's coming to stock clear up.
• If prices on the delivery differ from the order, edit the line prices before confirming so buy prices and stock value stay correct.
• Convert selected purchases into a purchase invoice (same supplier) if you also invoice the purchase through the system.
• Print/PDF/send actions work like on orders.