Purchase Order Management

Creating Purchase Orders

Required Information

Every purchase order needs:

• Supplier selection
• Destination/warehouse
• Currency
• Products with quantities
• Order status

Adding Products

1. Select products from your inventory
2. Specify quantities
3. Add costs (unit price, taxes)
4. Include any additional charges (shipping, handling)

Optional Details

• Reference number
• Payment terms
• Note to supplier
• Shipping carrier
• Tracking number

Managing Orders

Order Statuses

• Draft: Initial creation
• Ordered: Sent to supplier
• Shipped: In transit
• Delivered: Received at warehouse
• Canceled: Order canceled

Supplier Communication

You can send the PO to suppliers directly:

1. Click "More Options"
2. Select "Email Supplier"
3. The system will:
   • Generate a PDF of the order
   • Create a secure supplier portal link
   • Send everything via email

Receiving Inventory

Process Overview

1. Open the purchase order
2. Click "Receive Inventory"
3. Enter quantities:
   • Received quantity
   • Rejected quantity (if any)
4. Submit to update inventory

Partial Receipts

You can receive orders partially:

• Record only items that arrived
• Leave remaining items for future receipt
• System tracks received vs ordered quantities

Quality Control

For each received item:

1. Verify quantity matches order
2. Check for damages
3. Record rejected items
4. Add notes if needed

Automatic Updates

When receiving inventory, the system will:

1. Update stock levels
2. Recalculate reorder points
3. Update order status
4. Adjust forecast models

Order Actions

Duplicate Orders

• Click "Duplicate Order" to create a copy
• All details are copied except:
  • Status (set to Draft)
  • Tracking information
  • Receipt information

Delete Orders

• Only draft orders can be deleted
• Deletion will trigger:
  • Restock calculations update
  • Inventory forecasting refresh