From the back office, tap the Stock control section in the navigation list then Purchase orders. By default the purchase order list shows all purchase orders created across all stores, grouped by supplier. Tap All stores to filter by a specific store, or All suppliers to filter by supplier.
To view individual states of purchase orders and return orders, tap the Status filter.
Search by the order number and the user who requested the purchase order, or filter by status. All columns are also sortable. Tap an order number to view the purchase order information.
Create a purchase order
Tap the + Purchase order button to create a new purchase order. Specify the:
Supplier - The supplier that receives the purchase order
Supplier no./reference - Optional
Order no. - Auto-populated but editable, this number must be unique. You'll use this number to track purchase orders
Deliver to - The store that receives the goods
Due date - The date the goods are expected to arrive. The due date on the purchase order list will appear in red if the purchase order is still open after the due date
Currency - The currency the purchase order is generated in for the supplier
Order stock for - Multi-select control if you are ordering stock for multiple stores but delivering to one store/warehouse
Add products that have reached their re-order point? - If you've set re-order points and re-order quantities for each product, any product that has reached its re-order point will be automatically added to the purchase order
Add products from open backorders? - If your business uses back orders, there may be products on back order that need to be ordered via a purchase order. Select if you wish to include products that are out of stock on open back orders
Create transfer requests? - If you are ordering stock for multiple stores using a single purchase, select to automatically create transfer requests. The purchase order will be delivered to a single location as selected in the Deliver to field. The products will then be transferred to the relevant stores. Ideal for retailers who deliver their stock to a central warehouse
Keep on back order? - Select if you are ordering stock from back orders but wish the back order status to remain in the Request additional stock status.
Notes - Optional
Tap Save. This generates the purchase order ready for products to be added. A search control will be displayed. Search for the product by name, brand or SKU; all matching results will be displayed. Tap the single or multiple products as required. The products will be added to the table beneath. If you have the Only show results for selected supplier? option enabled, searching for a product that is not assigned to the supplier on the purchase order will not display a result.
Products will be automatically added to the purchase order upon save, if you've chosen to include products that:
Have reached their re-order point
Are on an open back order
- Tap the icon to view the individual back order
The 
icon indicates a transfer request that will be automatically created for that product.
Specify the stock quantity of each product you wish to order. By default, this field is populated with the difference between your on hand quantity and your ideal quantity, but can be overwritten. The on hand quantity on hand is shown for reference. The cost price is also displayed, which is editable; this will not update the cost price of the actual product.
Tap the 
icon to remove a product. In the footer of the table, you can add the delivery fee if applicable.
Custom line items may be added as a one-off purchase, these line items will not be created as products available in your inventory.
An optional delivery fee may be added to the bottom of the product lines. This will be included on the generated purchase order PDFs.
Add products in bulk
To add products to your purchase order in bulk, select the 3 dots from the top right and Export Supplier Stock.
A csv is generated with a list of all products associated with that supplier. Download the the csv and input the quantity of each item in the Quantity to order column. Save the changes and import the file from the 3 dots then select Import purchase order lines csv. This populates the purchase order with products in the csv with a quantity greater than one.
Delete a purchase order
If the purchase order is no longer required, tap the 3 dots then Delete order. Confirm deletion via the modal. This action can't be undone.
Duplicate a purchase order
If the purchase order needs duplicating, tap the 3 dots then Duplicate order. A new purchase order will be generated, opening in a new browser tab. The purchase order number will be the same as the initial purchase order with a -1 appended.
Send a purchase order
To confirm and send the purchase order, tap Save and send, an email dialogue will be displayed. The recipient email address will be auto-populated with the email provided on the supplier details page. The email subject line and content is auto-populated but editable.
Tap Send and the purchase order will be marked as sent. The supplier will receive a purchase order email with a PDF attachment containing the details of the purchase order.
To mark a purchase order as sent without emailing the supplier, tap the 3 dots then Mark as sent. This also updates the purchase order to a status of sent. If you are manually marking the purchase order as sent, you may wish to manually download the purchase order for your records, tap the 3 dots then Download PDF or Download csv. Taxes and cost prices can be hidden from the PDF if required. This is configurable from Settings > Configuration then Purchase order settings.
If you wish to save the purchase order for later, tap Save. To delete the purchase order, tap the 3 dots and select the Delete order option. From here you can also download a PDF of the purchase order, duplicate the order and manually mark the order as sent if you don't wish to send the order using the back office. If you have already sent the order, you can also cancel it from here.
Cancel a purchase order
If you need to cancel a purchase order once it has been sent, tap the 3 dots then Cancel order. Confirm from the modal if you wish to cancel and if you wish to also email the supplier a cancellation notification.
Export and import stock from supplier B2B portals
For suppliers that accept purchase orders via their B2B portals only, you can export the purchase order to csv once the purchase order is marked as sent.
Tap the 3 dots then select Export sent. This generates and downloads a csv containing 2 columns; model number and quantity. This csv can be imported directly into purchase orders where supplier B2B portals offer a bulk import feature.
Once the purchase order has been placed, many B2B portals offer the ability to export shipped goods. Again, this will include the model number and quantity shipped. This is your quantity received number. This may differ from the total originally ordered if the supplier is low or out stock. Export the shipped goods to csv and import back into the purchase order from the 3 dots then Import sent. The csv headers must match the Export sent csv. If the supplier headers differ slightly, adjust the header names to match before importing.
Print barcode labels
Barcode labels can printed for all products ordered in advance of receiving the purchase order. The quantity of each item ordered will be the total number of labels printed per product. If you print the labels upon receipt of the purchase order, the quantity received field will be used when printing the total number of labels. If you only require a subset of the labels printing, we recommend using the Barcodes and Labels view to manually select the products and the number of labels required to print.
Print labels is only compatible with the Dymo LabelWriter 450 or 550.
Receive a purchase order
Once the order has been sent, the purchase order view will be updated, ready for the receipt of goods. The Qty received field will be blank or automatically generated with the quantity order depending on your option defined under Settings > Configuration. Within the Purchase order settings section, enable Default receive quantities to 0 for purchase orders if you wish for the Qty received field to be blank. We recommend this option if using the Stock control app.
In the product table, input the quantity received against each product. The quantity ordered is displayed for reference. If the quantity ordered and received matches, the line will turn green. If the quantity received is above the order quantity, the line will turn amber, and red if below.
Once you're ready to receive the order, tap the Receive order button.
If stock quantities received match or are greater than the stock ordered, a confirmation dialogue will be displayed. Confirm the order to mark the purchase order as received, stock levels will then be updated.
If part of the order is yet to be received when you tap to receive the order, a modal is displayed stating the difference between the expected and received stock. You have the option to confirm and close or confirm partial.
Confirm and close changes the status of the purchase order to received. Stock levels are updated and no further actions are required.
Confirm partial changes the status of the purchase order to partially received. Stock levels are updated but the purchase order remains opens for receipt of the remaining goods at a later date.
Purchase orders can also be received using the Stock control app.
Return order
Once a purchase order is received in full or partially, you have the option to return all or part of the order. Tap Return and a return order is generated from the purchase order.
The return number is auto-populated but editable, add a return due date and any notes. In the product table beneath, input the stock quantity you are returning for each product. The quantity received is displayed for reference. Select a reason for return from a pre-defined list.
To confirm the return tap Save and send. An email dialogue will be displayed. The supplier email address will auto-populate along with the email subject line and content. The stock levels will be updated based on the quantity being returned and an email sent to the supplier. Alternatively, from the 3 dots, tap Send to manually mark the return order as sent.
If you wish to save the return for later, tap Save. To delete tap the 3 dots then Delete return. From here you can also download a PDF of the return.
Notify accountants of POs and ROs
If you wish to notify third parties such as accountant via email when a purchase order is received and a return order is processed, go to Settings > Configuration then Purchase order settings. Enable the email accounting option and input the accountants emails.