Purchase Orders
Order stock from a supplier, check in deliveries, and keep paperwork and payments in one place.
Purchase orders track what you ordered from a vendor, what arrived, and how that connects to the paperwork you send or pay. The purchase order in Inventory is where quantities and costs live. Optional linked documents in Money cover the PDF you send the supplier and the bill you pay.
Open Inventory → Purchase orders. Staff need view permission to browse, create/update to edit orders, receive permission to check in stock, and invoice create permission to generate linked paperwork. See Access Control.
Statuses
| Status | Meaning |
|---|---|
| Draft | Still building the order; not confirmed yet. |
| Ordered | Confirmed with the supplier; ready to check in. |
| Partial | Some items arrived; the rest is still coming. |
| Received | Everything on the order has been checked in. |
| Cancelled | Stopped; no more deliveries on this order. |
Typical flow
Create a draft
Choose the location, vendor, and items (quantity and unit cost). Cost can come from the vendor’s purchase prices.
Optional: Generate a PO to send
From a draft with at least one line, Generate invoice PO creates a purchase-order document in Money that you can email or download as a PDF for the supplier. While your inventory order is still a draft, changes you make here update that document. Use Open invoice PO to send or print it.
Mark ordered
Mark ordered (or send the linked PO document) confirms the order. After that, lines are locked so receiving stays accurate.
Receive
Use Receive when a delivery arrives. Enter how many of each line came in (use zero for items not on this delivery). You can save a draft on the device and finish later. When you commit, stock on hand updates and the order may move to Partial or Received.
Vendor bill
After the order is ordered, partial, or received, Enter vendor bill opens a vendor bill for what the
supplier charged. Record payments on that bill. Not on the PO you sent them.
Two kinds of paperwork
| Document | What it’s for | Can you pay it? |
|---|---|---|
| Purchase order | What you ordered, send or print for the supplier | No |
| Vendor bill | What they charged, edit lines and record payments | Yes |
Both can sit on the same inventory order. If you void a vendor bill, you can create a new one.
Add lines from a spreadsheet
On a draft order, upload a CSV with item code, quantity, and optional cost. Preview the rows first, then apply so you do not retype a long order by hand.