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Purchase Orders (POs) are orders you send to suppliers to restock ingredients. You create a PO, send it, receive items, and pay (or record payment).

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Overview

  • Create purchase orders for low-stock or out-of-stock items
  • Add items and quantities to a PO
  • Send the PO to the supplier
  • Receive items (mark as received)
  • Record payment
  • Export or print PO as PDF

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Prerequisites

  • Suppliers must exist (see Suppliers).
  • Inventory Items should have preferred suppliers set (optional but helpful).
  • You need permission to manage Purchase Orders (Show Purchase Order).

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Step-by-Step Actions

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1. Open Purchase Orders

Purchase orders
  1. In the left sidebar, expand Inventory.
  2. Click Purchase Orders.
  3. The Purchase Orders page opens.

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2. Create a new purchase order

  1. Click Add or Create Purchase Order.
  2. Select the Supplier.
  3. Add items:
    • Select inventory item
    • Enter quantity and unit price (if needed)
  4. Add delivery date or notes (optional).
  5. Click Save or Create.
  6. The PO is created (usually as Draft or Pending).

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3. Send the PO to the supplier

  1. Open the PO.
  2. Click Send or Submit (if available).
  3. The status may change to Sent or Submitted.
  4. You can print or export as PDF to send to the supplier.

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4. Receive items

  1. When the delivery arrives, open the PO.
  2. Click Receive or Receive Items.
  3. Enter received quantities (may differ from ordered).
  4. Confirm. Stock is updated (Stock In movement is created).
  5. The PO status may change to Partially Received or Received.
Status workflow: PO moves Draft → Sent → Partially Received → Received → Paid. When receiving, if quantity differs from ordered, enter the actual received amount—the system adjusts stock accordingly. Partial receipts create multiple receipt entries; the PO remains “Partially Received” until fully received.

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5. Record payment

  1. Open the PO.
  2. Find Add Payment or Record Payment.
  3. Enter amount and payment method.
  4. Save. The PO is marked as paid (if fully paid).

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6. Export or print PO

  1. Open the PO.
  2. Click Export PDF or Print.
  3. Use the file to send to the supplier or for records.

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Common Mistakes and How to Avoid Them

MistakeHow to avoid
Wrong supplierDouble-check the supplier before creating the PO.
Wrong quantitiesVerify quantities when receiving.
Forgetting to receiveAlways receive items so stock is updated.

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End Result

  • Purchase orders are created and sent.
  • Received items update stock automatically.
  • Payments are recorded for accounting.