How to Process Purchase Orders

A process for ordering new stock from suppliers and tracking orders through to receipt.

Purchase orders are used to request and track the purchase of stock from suppliers. The process involves creating a purchase order, adding stock items, and finalizing the order once all details are confirmed. This ensures accurate tracking of inventory and supplier relationships.

This guide will walk you through creating and processing a purchase order in the system.

Steps to Process a Purchase Order

1. Go to:

   Stock > Purchase Orders

   
   

2. Click:

   + New Purchase Order

Add New Purchase Order Details

• Location:

  Select the location where the purchase order will be delivered (e.g., Main Warehouse, Melbourne Store).

• Supplier:

  Choose the supplier from whom the stock is being purchased.

• Contact:

  Select the relevant contact person from the supplier (if applicable) to ensure communication is directed appropriately.

• Description:

  Add a short note about the purchase order (e.g., "Order for stock replenishment.").

Add Stock Items to Purchase Order

• Use Scanner (Optional):

  Use a barcode scanner to quickly add stock items to the purchase order, with Auto Add to automatically populate details.

• Search Stock:
  • Stock Item: Type the stock name or SKU to search from your inventory (e.g., "Ziploc Quart Freezer Bags - 57553").
  • Cost Each: Enter the cost per unit for the stock item.
  • Qty: Enter the quantity of the item being ordered.
  • Total: The system will automatically calculate the total cost based on the quantity and cost per unit.

• Total:

  The system will display the total quantity and the total cost of all the stock items on the purchase order.

Actions

• Edit Details:

  You can update the location, supplier, or description at any time before completing the purchase order.

• Delete Purchase Order:

  If you decide not to proceed with the order, you can delete it entirely.

• Approve:

  Finalize the purchase order — stock levels will be updated once the order is received.

• Close Button:

  Leave the purchase order in progress — stock levels will not change until you complete the order.

• Send Button:

  Only visible once purchase orders status has changed to APPROVED. This will send email to the details provided.

• Receive Button:

  Only visible once the purchase order status has changed to SENT. This convert the Purchase Order into a Stock Receipt. Remember to add any charges to the Stock Receipt and Complete when correct.

• View Purchase Order:

  Will display the PDF purchase order for downloading or viewing if required.

Notes

• You can add notes to provide further context, instructions, or updates about the purchase order (e.g., "Urgent order for stock replenishment.").
• If no notes are added, the system will display "There are no notes to display."

Purchase Orders AKA

In the context of Purchase Orders, here are the AKA (Also Known As) terms that could be used to describe this process:

• Order Request
• Stock Order
• Procurement Order
• Purchase Requisition
• Supplier Order
• Order Form
• Inventory Order
• Stock Purchase
• Buy Order

Why Process Purchase Orders?

• Streamlines the ordering process from suppliers.
• Ensures inventory is replenished timely to avoid stockouts.
• Tracks the total cost of stock to manage budgets and financial reporting.
• Provides a clear audit trail for purchasing decisions and supplier relations.