Purchase orders

Purchase orders let you record orders placed with suppliers, track their status (New, Released, Received, Closed, Cancelled), and update quantities when goods are received. You can also see from a product’s detail page whether that product is on order and when it is expected.

Accessing purchase orders

Section: Top menu Warehouse > Purchase orders, or go to Purchase orders.

Purchase orders list

From the list you can:

  • Create a new order: Click Create a new purchase order to add an order for a supplier, with lines (products, quantities, prices) and optional expected delivery date.
  • Open an order: Click a row to open the order detail and edit lines, quantities, or status.
  • Filter and sort: Use the table headers to sort; filter by status if needed.

Purchase order statuses

Orders move through these statuses:

  • New: The order is saved but not yet sent to the supplier. You can change lines and quantities.
  • Released: The order has been sent to the supplier (e.g. by email or marked as sent). You can still adjust the quantity outstanding per line.
  • Received: Some or all goods have been received. You can record how much is still outstanding.
  • Closed: The order is complete. All received quantities have been applied to warehouse stock. The order can no longer be edited.
  • Cancelled: The order will not be fulfilled. No stock is updated.

When you close an order, warehouse stock is updated according to the quantity received (outstanding reduced to zero for those lines). Product quantities and stock history reflect the received amounts.

Recording received quantities

For each order line you can set the quantity outstanding: the amount still to be received. When you partially receive goods, reduce the outstanding quantity and save. When everything is received, set outstanding to zero and then close the order so that stock is updated.

Viewing purchase orders from a product

To see if a product is on order and when it is expected:

Section: Products > Click a product > Purchase orders tab.

Product detail - Purchase orders tab

The tab shows only open orders (not closed or cancelled) and only lines that still have quantity outstanding > 0. For each line you see:

  • Order: Link to the purchase order.
  • Status: Order status (e.g. Released, Received).
  • Quantity ordered and Quantity outstanding.
  • Expected delivery: Shown in red if the date is in the past.

This data is loaded only when you open the Purchase orders tab, so product details stay fast.