Creating and Tracking Purchase Orders

Go to POS > Purchase Orders and click New Order. Select a supplier from your contacts or add a new one. Add line items — product name, SKU, quantity, and unit cost. The system calculates the total. Add any notes for the supplier like delivery instructions or payment terms. Save as draft to review later or submit to send the order via email or WhatsApp.

Purchase orders move through statuses: Draft, Submitted, Partially Received, Fully Received, and Closed. Each status change is timestamped. The PO Dashboard shows all open orders with expected delivery dates. Overdue orders — where the expected date has passed without receipt — are highlighted in red so you can follow up with the supplier.

When goods arrive, go to the purchase order and click Receive. Enter the actual quantities received for each line item. If the delivery is partial — only 80 of 100 units arrived — the PO moves to Partially Received. The remaining 20 stay on order. When all items are received, the PO closes. Received quantities automatically update your inventory stock levels.

Track total purchase value by supplier, average lead time, partial delivery rate, and cost variance between ordered and invoiced amounts. This data feeds the Supplier Scorecard — suppliers who consistently deliver late or short receive lower scores. AskBiz can recommend reorder timing based on historical lead times.