Purchase Orders Overview

This article provides an overview of purchase orders within Stock&Buy.

Stock&Buy manages purchase orders under the Stock Control page, accessible from the main navigation menu. 

The purchases screen displays all of your purchase orders, including information such as the creation date, supplier, reference, order status, delivery date, any associated tags, and the total value of the purchase order.

Filtering Products

You can apply filters to narrow down and analyze specific products.

You can filter the products by order status, supplier, assignee, location, creation date, and any tags, by typing a specific product or deleted order. 

For instance, you can create a filter to display all Received products and save this view for future reference.

The Save View will appear as a tab, allowing you to access the filtered product list whenever needed by clicking on the tab.

In the purchases screen, you can also choose to hide each of the columns, export the data to CSV, copy the entire data on this page, or print them out. 

Importing Purchase Orders via CSV

If you have a set of orders available for import, you can import them by clicking the Import button from the top-right-hand corner of the screen. 

To import your orders via CSV File:

1. Click Import.
2. Click Next.
3. You can check the example we have available as a guide.
4. Then, select Download our CSV template.
5. Once your orders are ready, hit Next.
6. Select Click to Upload file.
7. After uploading the data, they will then be processed.
8. You will see a summary of the operation below.

CSV File Columns

Column	Description
External Order ID	A unique identifier assigned to an order by an external system or platform. It is used to track and reference the order in systems outside of the organization.
Creation Date	A unique identifier is assigned to an order by an external system or platform. It is used to track and reference the order in systems outside of the organization.
Full Name	The complete name of your supplier.
Phone number	The contact number of your supplier.
Email	The email address of your supplier.
Address1	The first line of a physical mailing address is typically used to specify the primary location or building number. The supplier’s primary address.
Address2	The supplier’s secondary address, used to provide additional information or details about the address, such as apartment number, suite, or floor.
City	The name of the city or town.
State (County)	This refers to a region or province in some countries.
Zip (Postal Code)	A numerical code assigned to a specific area or location by postal authorities. It is used to facilitate the sorting and delivery of mail or packages to the intended recipient.
Country	The name of the country.
SKU	An abbreviation for “Stock Keeping Unit.” It is a unique alphanumeric code or identifier assigned to a specific product or item in inventory management. SKUs are used to track and manage inventory levels.
Quantity	The number of units or items of a particular product or item being ordered or managed.
Price	The cost associated with a product, or item.
Tax (%)	The percentage or rate of tax applied to the price of a product or service, typically imposed by government authorities.
Is Tax Included in Price	A binary indicator that specifies whether the tax amount is already included in the price of a product or service (e.g., “Yes” or “No”).
Discount (%)	The percentage or rate of reduction applied to the original price of a product or service to calculate the discounted price.
Landed Cost	The total cost incurred to bring a product or item to its final destination, including the cost of goods, transportation, customs duties, taxes, and other expenses associated with importation or transportation.
Landed Cost Tax	The tax amount associated with the landed cost of a product or item.
Is Tax Included in Landed Cost	A binary indicator that specifies whether the tax amount is already included in the landed cost of a product or item (e.g., “Yes” or “No”).
Is Received	A binary indicator that specifies whether an item, such as an order or shipment, has been received or not (e.g., “Yes” or “No”).

Purchase order statuses

Every purchase order in Stock&Buy goes through 4 stages. Draft, Approved, Partially Received, and Received.

The table below outlines each order status and the different actions which can be taken at each stage.

Order status	Stock level status	Actions which can be performed
Draft	The order has no impact on stock levels at this stage.	Add, update, or remove extra charges (landed costs) Add, update, or delete line items Add notes Link Order Save Order Duplicate Order Delete Order Send email to supplier Print Purchase Order Attach Files if there’s any
Approved	The order has no impact on stock levels at this stage	Add notes Save Order Send email to supplier Remove order line items Add, update, or remove extra charges (landed costs) Delete Order Receive items
Partially Received	The system will automatically update the stock levels of all items marked to be received	Add notes Save Order Send email Remove order line items Add, update, or remove extra charges (landed costs) Move to Back Order Receive items
Received	The system will automatically update the stock levels of all items part of the order. Stock&Buy will automatically distribute the landed costs on the received items and calculate their moving average costs.	Add notes Send Email Add, update, or remove extra charges. Received order items are locked at this stage and cannot be modified Link Related Order Receive remaining orders Attach files if necessary

You can read more about creating purchase orders in this article.