Purchase orders

Purchase orders keep track of what you buy for your warehouse, from the moment you decide to buy it until it's on the shelf. Each order is for one vendor and one warehouse. Open them in Sales & Inventory → Purchasing → Orders. Purchase orders are part of Inventory, an add-on.

Start here

The top of Orders has cards for the things you do most. The dark card is the one with the most waiting.

• Order more: products at or below their reorder point, split by vendor.
• Check in an order: orders that are on the way.
• Add a receipt: already bought it? Turn the receipt into an order (see Receipts).
• Save receipts to Drive: receipts not copied to your company's Google Drive or OneDrive folder yet.
• Make a pack: a case or mixed pack you buy (see Packs and bundles).
• Add a vendor: somewhere new you buy from (see Vendors).

Click the wrench next to Start here to pick and order your own cards.

Below the cards, choose Open, Drafts, Ordered, Received or All. Each order shows its vendor and number, how many lines and packs it has, when it was started, ordered or received, its total, its status and its receipt: copied, not copied yet, or no receipt. Orders on the way have a Check in button.

Make an order

1. Click New purchase order. If you have more than one warehouse, pick the one it's for.
2. Pick who you're buying from under Who are you buying from?. Somewhere new? Type its name and click Add vendor and start.
3. Anything from that vendor that's at or below its reorder point is already added, with enough to get back up to its reorder level, counting what's already on order.
4. Search or scan to add more. Any of your products and packs can go on the order, even ones the warehouse hasn't stocked yet. For each item, choose how it's bought under "Buy as": its own box, or a pack that holds it. Change the amounts, or remove lines.
5. Click Create purchase order. It starts as a draft.

To order everything that's low at once, click Order stock on Stock, the Order more card, or "Everything that's low, split by vendor" after New purchase order. Then you get one draft order per vendor.

Fill in the draft

On the draft, check each line's Box price, the units in a box and the number of boxes. Fill in shipping, tax, anything else (discounts are negative), the vendor's order number and what you paid with, then click Save details. Each line shows its landed cost per unit as you go.

When you've placed the order with the vendor, click Mark as ordered. The box prices you entered become each product's (and pack's) usual price.

Check it in

When the delivery comes, click Check in on the order (or open it).

• Scan: under "Receive by scanning", set how many boxes each scan counts and scan each item. Stock goes up right away.
• Type: type how many boxes came in on each line and click Receive. If more came than you ordered, say why.
• Best by: if the boxes have a best-by date, fill in Best by next to the count before you click Receive, or set it once next to "best by" for every scan after that. It's optional (see Best-by dates).

A pack opens into its singles. Each pack line shows what goes on the shelf, for example a variety 24-pack adds 8 of each of its three drinks per pack. Receiving it stocks every product inside, not the pack.

Click Close order when nothing more is coming. Each item that came up short needs a reason.

Landed cost

Each product's landed cost is the box price plus its share of shipping, tax and other charges, divided by the units in a box. Charges are shared by value: a $40 case carries more of the shipping than a $2 one. It's worked out each time something is received and again when the order closes, and it's the cost Sales & Inventory uses for profit.

The receipt

Each order has a Receipt card. Attach a photo or PDF with Save, or Save & upload to also copy it to your company's receipts folder. A receipt that isn't copied yet has an upload button. See Receipts.

Your own order details

Admins can add your own fields to every purchase order, like a delivery window or who approved it, in Settings → Custom fields → Purchase orders. They show in a More details card at the bottom of each order: fill them in and click Save details. Filled-in details also show under each order on Orders.