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Purchase orders
Records, then Purchase orders. A PO records what you have ordered from a supplier, and receiving it is what credits stock.
The two ways to raise one
Suggest from low stock
Looks at every SKU at or under its reorder point and drafts POs grouped by brand, sized by each SKU's reorder quantity. One click, then review.
Always review before sending. The suggester knows your reorder settings; it does not know you are about to take on a 2,000-shirt contract or lose a customer.
Create by hand
| Field | Meaning |
|---|---|
| Supplier and Supplier email | Who it goes to |
| Brand | Which brand this PO covers |
| Expected delivery | Used to flag late deliveries |
| Lines | SKU, quantity, unit cost |
| Notes | Anything the supplier needs |
Unit cost is not optional in practice. It feeds the cost snapshots that make margin reporting real.
The lifecycle
| Status | Meaning |
|---|---|
| Draft | Being built, not sent |
| Sent | With the supplier |
| Partially received | Some of it has landed |
| Received | All of it has landed |
| Action | What it does |
|---|---|
| Download PDF | A printable PO |
| Send to supplier | Emails the PO to the supplier email and marks it sent |
| Receive delivery | Records what actually arrived, per line, and credits stock |
Receiving properly
Receive against the PO, line by line, with the quantity that actually turned up. Partial receipts are normal: take the 180 that arrived, and the PO stays open for the 20 that did not.
Two habits:
- Receive on the day it lands. Stock that is physically in the building but not received in the system causes a job to stall for no reason.
- Count as you receive. A short-ship caught at the door is a supplier problem; a short-ship found three weeks later during a cycle count is your problem.
Late deliveries
Expected delivery dates are what let the system tell you a PO is late. Set them honestly, from the lead time the supplier actually achieves rather than the one on their website.