Purchase orders

Use this page to order stock from suppliers, track what you bought, and receive goods into inventory when delivery arrives.

Open the screen: Sidebar → Inventory Management → Purchase

Before you start

Set up Suppliers and Storage locations first. Line items must be inventory-tracked products from your item library.

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Purchase list

What it does

Shows purchase orders for the outlet you pick (or all outlets). Each row summarises the supplier, storage location, items, total amount, and status.

Step-by-step

1. Open Inventory Management → Purchase.
2. Wait if the table shows Loading….
3. Select Location - pick one outlet, or All Locations to see every outlet’s orders.
4. The list updates automatically when you change Location.
5. Tap the refresh button (circular arrow) to reload manually.
6. Use pagination at the bottom to change page or rows per page.

What the table shows

Column	Meaning
PO Number	Purchase order number (for example PO-123)
Supplier	Supplier name and contact person
Storage Location	Where goods will be stored, and location type
Order Date	Date the order was placed
Items	How many line items, with a preview of the first two
Total Amount	Order total in your business currency; subtotal may show below
Status	draft, pending, ordered, received, or cancelled
Actions	View, Duplicate, Receive, Cancel - depending on status and your permissions

Row actions

Button	Icon	What it does
View Details	Eye	Opens a read-only summary of the full order
Duplicate Purchase	Copy	Opens a new order pre-filled from this one
Receive Order	Package	Opens the receive flow when goods arrive
Cancel Order	X	Cancels the order (only for some statuses)

No edit button on the list

You cannot edit an existing purchase order from this screen. To change an order, cancel it (if allowed) and create a new one, or duplicate an old order as a starting point.

Common mistakes / FAQs

• I see “No purchases found”. No orders match the Location filter, or none exist yet. Tap Create Purchase to add one.
• Receive Order is greyed out. The order is already received or cancelled.
• Cancel Order is greyed out. Only draft, pending, and ordered orders can be cancelled.

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Create a purchase order

What it does

Records what you are buying, from which supplier, for which outlet, and where stock will be stored when you receive it.

Step-by-step

1. Tap Create Purchase.
2. In the Create Purchase dialog, select Restaurant / Location - the outlet this order belongs to.
3. Select Supplier. If the list is empty, add suppliers under Inventory → Suppliers first.
4. Select Storage Location - where received stock will go. Add locations under Inventory → Storage Locations if needed.
5. Enter Order date (defaults to today). Optionally enter Expected delivery and Notes.
6. Under Order Items, tap Add Item for each product you are ordering.
7. For each line:
   • Tap Item and search or pick from Ingredients, Packaging, or Finished Products.
   • Enter Quantity.
   • Select Unit.
   • Enter Unit Cost (line Total Cost calculates automatically).
   • If a Conversion field appears, enter how many primary stock units are in one purchase unit (see tip below).
8. Review Order Summary - Subtotal fills from line totals. Optionally enter Tax Amount and Shipping Cost.
9. Check Total Order Value at the bottom.
10. Tap Save. The dialog closes and the new order appears in the list.

Header fields

Field	Required?	What to enter
Restaurant / Location	Yes	Outlet placing the order
Supplier	Yes	Vendor supplying the goods
Storage Location	Yes	Default place to store received stock
Order date	Yes	Date of the order
Expected delivery	No	When you expect delivery
Notes	No	Internal notes about the order

Line item fields

Field	Required?	What to enter
Item	Yes	Inventory-tracked product or variant
Quantity	Yes	How many units you are ordering
Unit	Yes	Measurement unit for this line (for example case, kg)
Conversion	Sometimes	Required when purchase unit and stock unit are different types - enter how many stock units are in 1 purchase unit
Unit Cost	Yes	Cost per unit
Total Cost	-	Calculated: quantity × unit cost (read-only)

Order summary

Field	Required?	What to enter
Subtotal	-	Auto-calculated from line items (read-only)
Tax Amount	No	Tax on the order
Shipping Cost	No	Delivery or freight charges
Total Order Value	-	Subtotal + tax + shipping

Conversion factor

If you buy in cases but stock is tracked in kg, tap the info icon next to Conversion and enter how many kg are in one case (for example 2.5). The app blocks save if cross-type units need a conversion and the field is empty.

Supplier and location depend on restaurant

Select Restaurant / Location first. Supplier and Storage Location stay disabled until an outlet is chosen.

Common mistakes / FAQs

• Save does nothing / error toast about conversion. Enter a valid Conversion value, or change Unit to match the item’s primary stock unit.
• No items in the picker. Products must have inventory tracking enabled in the item library for this outlet.
• “Add at least one item”. Complete at least one full line - item, quantity, unit, and unit cost.
• Supplier says “No suppliers - add in Inventory → Suppliers”. Create the vendor on the Suppliers screen first.

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Duplicate a purchase order

What it does

Starts a new order using an existing order as a template - useful for repeat weekly orders.

Step-by-step

1. In the table, tap Duplicate Purchase (copy icon) on the row you want to copy.
2. The Duplicate Purchase dialog opens with supplier, location, items, and costs pre-filled.
3. Order date is set to today - change other fields if needed.
4. Tap Save to create the new order.

Duplicate creates a new order

This does not change the original purchase order. You get a separate new entry in the list.

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View purchase details

What it does

Shows a full read-only summary - supplier contact, storage location, every line item, and cost breakdown.

Step-by-step

1. Tap View Details (eye icon) on a row.
2. Read the Purchase Details dialog:
   • Supplier - name, contact, email, phone
   • Storage Location - name, type, address
   • Order Details - order date, expected delivery, status badge
   • Order Items table - quantities ordered and received, units, costs, line status
   • Summary - subtotal, tax, shipping, total amount
   • Notes - if any were saved
3. Close the dialog when finished.

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Receive goods

What it does

Records what actually arrived and adds stock to inventory. Use this when the supplier delivery reaches your store.

Step-by-step

1. Tap Receive Order (package icon) on an order that is not yet received or cancelled.
2. In the Receive Purchase dialog, read Purchase Details at the top (supplier, order date, storage location, status).
3. For each item under Items to Receive:
   • Check Ordered Quantity.
   • Select Storage Location where this delivery will be stored (defaults from the order).
   • Enter Received Quantity - how much actually arrived (defaults to the full ordered amount).
   • Confirm Unit Cost.
   • For perishable items, enter Expiry Date when you receive a quantity greater than zero.
4. Read the Receive Summary notes at the bottom.
5. Tap Receive N Item(s) (N = number of lines).
6. The order status updates to received and stock levels increase.

Received quantity limits

You cannot receive more than the ordered quantity on a line. Enter a lower amount for partial deliveries if needed.

Perishable items need expiry dates

If an item is marked perishable, you must enter an Expiry Date when Received Quantity is greater than zero.

What happens after receive

• Stock is added to inventory at the storage location you picked.
• Stock movement records are created for audit.
• Purchase order status becomes received.

Common mistakes / FAQs

• Receive button stays disabled. Fix any red errors - often missing Expiry Date on a perishable line, or quantity over the ordered amount.
• I need to receive into a different storage area. Change Storage Location on each line before you tap Receive.

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Cancel a purchase order

What it does

Marks an order as cancelled when you will not receive it. You cannot undo this from the screen.

Step-by-step

1. Find an order with status draft, pending, or ordered.
2. Tap Cancel Order (X icon).
3. Read the confirmation: Purchase order … will be marked cancelled. This can't be undone.
4. Optionally enter a Reason (for example Supplier out of stock).
5. Tap Cancel Purchase Order to confirm, or Keep PO to go back.

Already received stock?

If goods were already received against this order, do not cancel here - use stock adjustments on the Stock screen instead.

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Permissions and plan access

What you need	Why
Purchase module permission	See the Purchase menu and list
CREATE on Purchase	Tap Create Purchase and Duplicate Purchase
UPDATE on Purchase	Tap Receive Order
DELETE on Purchase	Tap Cancel Order
Supplier purchase orders plan feature	Screen requires the supplier and purchase-order add-on on your plan

If buttons are greyed out or missing, ask your administrator to check your role and subscription.

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Purchase order statuses

Status	Meaning	Receive	Cancel
draft	Order started, not finalised	Yes	Yes
pending	Awaiting action or delivery	Yes	Yes
ordered	Sent or confirmed with supplier	Yes	Yes
received	Goods received into inventory	No	No
cancelled	Order voided	No	No

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Related

• Inventory overview
• Suppliers
• Storage locations
• Stock
• Items (item library)