Purchase Orders

Build purchase orders, browse supplier catalogs, and receive stock

Purchase Orders

Purchase orders in Products & Services help you formalize what you are ordering from a supplier and keep a record of it. You build an order as a draft, refine its line items, then finalize it to assign a PO number.

Quick Start: Create a Purchase Order

Open Products & Services, then the Purchase Orders tab
Click New PO
Select a supplier
Add line items (from the catalog, recent usage, or by hand)
Review the order and click Create Draft
Finalize the draft when it is ready to send

The Purchase Orders tab listing purchase order drafts, each showing its draft number, status badge, supplier, and item count, with Edit, Finalize, and delete actions on every row and a New PO button in the header

Suppliers

Purchase orders are built against your connected suppliers, managed on the Suppliers tab.

Element	Purpose
Supplier card	Contact details and catalog/PO counts for each vendor
Data sharing	Toggle whether a supplier's catalog is shared with your account

Enabling data sharing with a supplier lets you browse their catalog and pull products straight onto a purchase order. Suppliers appear here once they are connected to your account.

The Suppliers tab showing a connected supplier card with the vendor's email, phone, catalog item count, and PO count, plus an Enable Sharing button to share the supplier's catalog with your account

Supplier Catalog

The Catalog tab lets you browse the products of any supplier you have enabled.

Open the Catalog tab and pick a supplier
Search or filter their products by category
Click the cart icon on a product to add it to a purchase order draft

Each product shows its wholesale price, MSRP, and minimum order quantity, so you can compare and order without leaving the page.

Building a Purchase Order

The New PO flow is a three-step wizard.

Step 1: Select a Supplier

Pick from your connected suppliers. If none are listed, connect one on the Suppliers tab first.

Step 2: Add Items

You have three ways to add line items, and you can mix them.

Method	How it works
Catalog search	Start typing in a line and choose a matching item from your catalog; price and unit prefill
Add from usage	Pull your recent usage (last 14, 30, or 60 days) in as suggested lines
Manual entry	Type a description, quantity, and unit price for anything not in the catalog

Step 3: Review and Create

Check the supplier, line items, and total, then click Create Draft. The draft opens in the Purchase Order Builder.

The Purchase Order Builder

Opening a draft gives you the full editor.

Section	What you can do
Draft details	Set the requested delivery date, delivery address, supplier notes, and internal notes
Line items	Edit description, quantity, and unit price; add manual items; remove lines
Usage suggestions	Add recently used items for this supplier with one click

Draft field changes auto-save after a few seconds, and Save Draft commits them immediately.

Finalizing an Order

When the draft is complete, click Finalize Purchase Order. Finalizing converts the draft into a supplier purchase order and assigns it a PO number. Drafts you have not finalized stay editable; a finalized order is locked as a record of what you committed to.

Status	Meaning	Editable?
Draft	Still being built	Yes
Finalized	Converted to a numbered PO	No

Receiving Materials

Receiving stock is a manual step: finalizing a purchase order records the order but does not change inventory quantities. When a shipment arrives, record what you received with stock adjustments.

Step-by-Step: Record Received Materials

Open Products & Services
For each item received, open it and click Adjust Stock
Choose Add and enter the received quantity
Note the PO number in the reason (for example, "Received PO 1234")
Repeat for each item on the order

Referencing the PO number in each adjustment note ties the receipt back to the order, so the transaction history reads as a clean receiving record.

Handling Discrepancies

Discrepancy	What to record
Short shipment	Add only what arrived; receive the rest later
Over shipment	Add the actual quantity and note the variance
Wrong items	Note the discrepancy and contact the supplier
Damaged goods	Add the undamaged quantity; note the damage

When to Use Purchase Orders

Purchase orders are optional. Use them when you want an ordering record and a committed total; skip them for simple, direct buying and just record receipts as stock adjustments.

Troubleshooting

No suppliers to choose from?

Connect a supplier and enable data sharing on the Suppliers tab

Can't finalize a draft?

Add at least one line item; empty drafts cannot be finalized

Inventory didn't change after finalizing?

That is expected. Record receipts with stock adjustments referencing the PO

Managing Items - View the catalog
Transactions - Record received stock
Stock Level Tracking - Reorder points and status
Reporting & Exports - Analyze spending and usage