Add a supplier and receive a purchase order

A purchase order records what you order from a supplier. Stock becomes available through receipt, not merely because you prepared an order.

Add the supplier

1. Open Inventory → Suppliers → Add Supplier.
2. Enter the supplier's contact and company details, phone, email, VAT number and address as appropriate.
3. Select Save. Search before adding another record for an existing supplier.

Supplier access and purchase access are separate permissions. Purchase costs may also require cost-viewing access.

Create the purchase

1. Open Inventory → Purchase Orders → Add Purchase Order.
2. Choose Supplier, Order Date, Expected Date and the appropriate Status.
3. Under Line Items, select Add Line.
4. Choose the product, quantity, Received as, Unit Cost and tax details.
5. Verify the displayed conversion, Net Total, VAT and Grand Total against the supplier document.
6. Save the purchase using the form's save action.

Use Draft or Ordered while preparing or awaiting the order. Set Received only when the delivery is actually being recorded. Cancelled orders should not be treated as incoming stock.

Receive an existing order

Open its edit screen, check the delivered quantities and costs, change Status to Received, then use Update. Check product stock and the purchase afterwards.

What happens next

Receiving adds the converted quantities to stock and creates the purchase's stock cost records. An unpaid received purchase appears in the supplier-payables workflow. Recording a delivery does not itself prove that the supplier has been paid.

Troubleshooting

A purchase needs a supplier, date and at least one product line with a positive quantity. If a received order has already supplied parts to jobs, ask the inventory manager before editing or cancelling it: changing it reverses and rebuilds stock records.

Related articles

• Transfers and supplier payments
• Replenish parts for a job