The purpose of a purchase order is to request goods or services from a supplier, making it essential in business transactions. It acts as a record of the purchased goods or services from your supplier. By submitting a purchase order, the company and the supplier formally acknowledge their understanding regarding the terms and conditions of the deal, including the price, the delivery date, the quantity, and other relevant conditions.
Stock&Buy enables you to record the purchase orders that your business has. This article will guide you through creating and processing a purchase order.
How to create a Purchase Order and add Supplier Information
To create your Purchase Order:
- Go to Stock Control > Purchases.
- At the top-right corner, click + Create.
- Fill out the necessary fields of information about your sales order.
- Click Approve.
- Check the box of the line items that you are going to receive.
- Click Received.
The following are the fields of information you need to input to create your Purchase Orders:
| Supplier | The name of your supplier. You can choose pre-defined supplier information that you have added from your Supplier contacts. You can refer to our Contacts module for more information on how you can set up your contacts. |
| Order Number | The specified order number for the order. You can set up order number automatic sequencing from your Branding & Customization. |
| Supplier reference | A unique identifier for your supplier. |
| Currency | The unit of value used in a particular country. Usually based on your supplier’s payment. You can set up your Currencies from your Account Settings. |
| Ship To | The location of the warehouse where the items will be shipped to. You can refer to our Inventory and Warehouses guide for more information. |
| Bill To | The billing location that you have set up on your Profile & Organization settings. |
| Created At | The date the transaction was created. |
| Due Date | The order’s due date that you have set or agreed with your supplier. |
| Is Tax Inclusive | If the taxes are already included in the total amount of the order. You can set your taxes in your Tax Settings. |
How to add line items to your Purchase Order
You can enter the line items in your order in the other half of the Purchase Order view page. This includes adding your landed cost, scanning bar codes for your products, and importing or exporting CSV files.
By selecting + New order line, you can select the products in your inventory.
Additional details about your Purchase order are as follows:
| Notes & Tags | This section allows you to add comments or remarks to your supplier. Or leaves private notes for your colleague to see. |
| Returns | If you want to return the stocks you purchased, this is where you will initiate the return to your supplier by selecting Supplier Return. |
| Related Orders | Other orders that are created that are related to the specified order. (i.e., Sales Orders or Landed Costs) |
| History | Any changes or updates made to the order are recorded in History. |
| Attachments | Files or other attachments that you want to add for the specified order. |
Send an Email or Invoice to your Suppliers
Utilizing our Branding & Customization feature in your Account Settings, you can create a template for purchase orders and emails you want to send to your suppliers. This is beneficial for sending quotes and purchase order details to your suppliers to give them detailed information about your orders.
The following are the fields of information that are auto-populated, or you can fill out when you send an email:
Move to Back Order
You can move the order to a backorder in your Purchase Order view. This implies that the ordered items are currently unavailable or out of stock and cannot be shipped to you right away.
Instead, it will be put on backorder, meaning you will have a new purchase order in the draft state. This serves as a record for you to receive the items later when it becomes available.
You can select the line items you want to move, and the new purchase order will be created automatically.
