Purchase orders

Open Products › Purchase orders. The list shows each order’s number (#PO1, #PO2…), its supplier and expected arrival, its total, how many units have arrived, and whether it is a Draft, Ordered, Partly received, Received or Closed. The tabs keep drafts, the orders To receive, received or closed ones; search finds an order by its number, supplier or reference.

Everyone who edits products can use purchase orders.

Create a purchase order

Choose Create purchase order, then:

• Supplier: choose one, or Add supplier with its name, email and phone.
• A line whose product was deleted keeps its name and is marked Deleted: its units still to come can only be turned away (receiving offers Reject for it, not Accept), as there is no stock to put them in. You can still edit the rest of the order.
• Destination: the location where the stock is unpacked (see Locations). With stock per location on, what you receive goes into stock there (or at your main location when you choose none); an inactive location must be activated before stock is received there. With it off, your stock is one count per product, whatever the location. A new order starts with your only location chosen, or your main location while stock per location is on.
• Payment terms: when you pay the supplier, such as on receipt or within 30 days.
• Currency: the supplier’s. Costs, shipping and other costs on the order are in it.
• Expected arrival (today or later: a day in the past is refused), Carrier and Tracking number, a Reference (the supplier’s order or invoice number) and a Note to supplier, all optional.
• Products: search and Add each product (a bundle is not offered: order the products it is made of), then set the Quantity, the Cost of one unit before tax, the Tax % and the supplier’s own SKU.

The Cost summary adds the products, their tax, Shipping and any other costs (Add a cost for customs duties or fees; a discount as a negative amount) into the total. Create purchase order keeps it as a draft, which you can change (with Apply in the bar at the top) or delete. A quantity, cost, tax or other cost that cannot be read (such as “€12” or “1.250,00”) is named, and the order is not saved until you fix it: write amounts such as 12.50. Shipping and other costs are amounts you pay, so they have no more decimals than the order’s currency (0.005 in euros is refused); a product’s cost per unit may have more. If you leave a new order before creating it, Storeloom asks whether to save it or discard it.

Ordered

When you have sent it to your supplier, choose Mark as ordered. From then on its products and quantities stay as sent; you can still correct costs, the arrival date, tracking and notes with Edit. Print prints it to send or file.

Receive inventory

When stock arrives, choose Receive inventory. For each product, Accept the units that go into stock and Reject those you turn away (damaged, wrong). Each line says how many are still to come and how many are in stock now: with stock per location on, at the order’s destination, where the units will land. Accepted units are added to the product’s stock at once (the card says at which location); rejected ones are noted and no longer expected. Receive in as many parts as the stock comes in: the order is Partly received until nothing is left to come, then Received. Pressing Receive twice, or again after a lost connection, receives once.

When the order is in your store’s currency, tick Make these costs the products' cost per item to update each product’s cost from the order (see Finance for what costs are used for).

If the rest will not come, choose Close: nothing more is expected, and what came stays in stock.