Purchase orders and suppliers

Keep a list of suppliers, order stock from them, email the purchase order, and receive deliveries in full or in parts so stock and product costs update.

How-to guide2 min read

A purchase order is stock you have ordered from a supplier. When it arrives, receiving it puts the stock in at your location and updates what each product costs you. Editors and Admins can work with purchase orders.

Add your suppliers

Open Purchase orders under Catalogue and select Suppliers, then Add supplier. Add:

the name
the email address purchase orders go to
a phone number, if you like
the currency they invoice in
how many days they usually take to deliver
a note, such as your account number with them

A new purchase order starts in the supplier's currency, with the expected date worked out from their delivery days.

Create a purchase order

Select New purchase order.
Choose the supplier, the currency and the location it is delivered to.
Add products with the quantity and the cost per unit before VAT. In the shop's main currency, the cost starts from the product's current cost.
Add the supplier's reference and a note, and select Create purchase order.

Place it

Select Place order. Choose whether to email it to the supplier: they get a clear list with your reference, quantities, costs and delivery address. The purchase order is then Ordered. You can still change it until something arrives.

Receive a delivery

Select Receive, count what came and select Book in. The stock goes into the location, and each product's cost is updated to the average of what was already in stock and what arrived. For example, with 10 tents in stock at 1,200 kr and 30 arriving at 1,100 kr, the cost becomes 1,125 kr.

Costs only update when the purchase order is in the shop's main currency. In another currency, the stock still comes in and the history notes that costs were left as they were.

If part of the order arrives, it shows Partly received. Receive the rest later, or select Close when nothing more is coming.

Cancel a purchase order

Select Cancel before anything has arrived. Tell the supplier too if you emailed it to them.

MAM locations

When MAM manages stock at the delivery location, book the delivery in MAM instead. See Move stock between locations.

Deliveries show in the stock history with a link to the purchase order.

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Stock and locationsKeep stock per variant at each warehouse or shop, choose what can sell when it runs out, see how checkout holds stock, and link locations to MAM branches.Stock historySee every change to stock, with the count before and after, who or what made it and why: orders, refunds, returns, counts, transfers, purchase orders and MAM syncs.Move stock between locationsCreate a transfer, send it so the stock leaves one location, and receive it in full or in parts at the other. How transfers work with MAM.ProductsAdd products with options and variants, SKUs, prices in each currency, compare-at prices, images, specifications, SEO text and translations, and choose when they are for sale.The MAM integrationConnect Commerce Orbit to MAM Software for stock, prices, trade accounts and orders, try it with the sandbox first, and know what happens when MAM is slow, down or switched off.