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Procurement

Procurement Orders manage buying across four tabs — List, New, Import, and Receive — from creating a PO to receiving goods into stock.

Procurement Orders

Overview​

Build purchase orders to vendors, track them through delivery, and receive against them so available stock updates automatically.

Tabs in detail​

List​

  • Summary cards: Total Orders, Total Amount, Pending, Processing.
  • Columns: PO #, vendor, order type, status, products/items, quantity, total, order date, expected delivery.
  • Search (PO #, vendor, invoice, product) and filters: status, vendor, order type, urgency, location, date range.
  • Row → order details modal; refresh and export.

New​

The New tab is the Replenish wizard — a two-step builder that creates a purchase order to a vendor.

Step 1 — Order Basics

  • Store Location and Vendor (required).
  • Vendor Invoice / PO Number (required) — this gates Step 2.
  • Shipping Note — delivery instructions / special handling; printed on the vendor copy.
  • Internal Note — not printed on the vendor copy.

Step 2 — Order Lines

  • Add Line, then find each item by Product Name or SKU; set Qty and Unit Cost (auto-filled from the product's cost), with a live Line Total and an optional per-line note.
  • Received into inventory now (update stock levels) — when checked, creating the order immediately receives the stock and marks the order Delivered (no separate Receive step needed).
  • Order Summary card with an editable Tax % and a live grand total.
  • Create Procurement Order saves it; a success modal offers Print PDF (a printable vendor order).

Import​

  • Upload a CSV/Excel of procurement orders; pick a vendor and location to assign.
  • Preview Import validates rows (required fields, product match), then Import creates the orders.

Receive​

  • Summary cards: Pending Receipt, Awaiting Count, Partially Received, Fully Received.
  • Filter by status/location and search; list shows ordered vs. received quantities.
  • Receive opens a modal: per-item received quantity (manual or barcode scan), condition (New/Used/Damaged), notes; Mark as Received (updates on-hand) or Mark Order Complete.

Step by step: create a purchase order​

  1. Open New; in Order Basics pick a Store Location and Vendor, and enter the Vendor Invoice / PO Number.
  2. (Optional) add a Shipping Note (printed) and/or Internal Note (internal-only), then continue to Order Lines.
  3. Add Line for each item — search by name or SKU and set quantity and unit cost; adjust Tax % in the Order Summary.
  4. If the goods are already in hand, tick Received into inventory now; then Create Procurement Order (and Print PDF for the vendor if needed).

Step by step: receive goods​

  1. Open Receive and click Receive on the incoming order.
  2. Enter delivered quantities (scan or type) and condition.
  3. Mark as Received — stock increases immediately.

Tips & best practices​

  • Replenish low items spotted on the Snapshot by creating a New order.
  • Use Import for large/recurring orders; columns are vendor, SKU, quantity, unit cost.
  • Receive against the PO so quantities and costs reconcile.

Troubleshooting​

IssueFix
Vendor not in the dropdownCreate it first in Inventory → Vendors
Import failedCheck required columns: vendor, product SKU, quantity, unit cost
Received qty ≠ expectedLikely a partial shipment — note it and receive the rest later

What's next​