Documentation › Purchase Orders

Purchase Orders

Raise POs, email them to vendors as PDFs, and reconcile what actually arrived.

What it does

Raise a purchase order against a vendor, generate it as a PDF, and email it straight from the app. Reorder Suggestions builds a draft PO from real demand and lead time rather than a gut feel, and Reconciliation Warnings flags POs where what was received doesn't match what was ordered or billed.

Why it matters

Buying stock on a WhatsApp message means nobody can answer "what did we order, what arrived, and what did we agree to pay" three weeks later. A PO is that answer, and it's what makes the three-way match between order, receipt, and bill possible at all.

How to use it

  1. Open Purchase Orders from the Purchasing section.
  2. Create a PO, picking or quick-creating the vendor and adding lines with expected quantities and costs.
  3. Email the PO to the vendor as a PDF, and set an expected arrival date.
  4. Receive it in Fulfilment as it arrives, then pay the vendor from the PO.

Main buttons and actions

  • + New PO
  • Email to vendor
  • Download PDF
  • Pay vendor
  • Review reorder suggestions

Example workflow

  1. Reorder Suggestions (or a manual decision) starts a PO.
  2. The PO is sent to the vendor and its expected date recorded.
  3. Stock is received against it in Fulfilment, raising accounts payable if bought on credit.
  4. The vendor is paid, and any mismatch shows in Reconciliation Warnings.