Purchase orders
Order goods from a supplier and receive them — stock enters the ledger on its own.
A purchase order is what you ask a supplier for. When you receive it, the goods enter the ledger by themselves — there's no entry to record by hand.
Before you start
You need at least one supplier set up. Without any, the page tells you so and won't let you create orders.
Creating an order
Select New order and pick the supplier.
Enter the expected delivery and any notes.
Leave Start with the items running low ticked and the draft opens already holding this supplier's items that are at or below their minimum, each with a suggested quantity.
Add any other lines: the item, the quantity and the cost per unit. The picker searches, and it shows each item's last cost and unit — choosing one fills the cost in for you. An item can't repeat in the same order.
When it's ready, select Send to supplier.
Every order carries a folio like OC-0042, unique to your property. That is what the supplier sees on the email, the PDF and anything you paste into a chat, so it's the number to quote when they call about it.
Getting the order to the supplier
Send to supplier emails the order to the address on the supplier's record with a printable PDF attached, then marks it sent and records where and when it went. If the price or the quantities change afterwards, edit the order and send again — the supplier gets a fresh copy.
For a supplier who doesn't use email:
- Download PDF gives you the same sheet to print or hand over.
- Share pastes the order as plain text into WhatsApp or LINE, or copies it to the clipboard.
If the supplier has no email address on file, the send button is replaced by a line telling you so — add one on their record and it comes back. Placing the order by phone instead? Use Mark sent without emailing, which only moves the status.
The statuses
| Status | What it means |
|---|---|
| Draft | You're still building it. Nothing has been asked of anyone. |
| Sent | The supplier has been asked — by email from here, or by hand after you phoned them. |
| Partial | Part of the order arrived. |
| Received | Everything arrived. |
| Cancelled | The order was cancelled. |
| Closed (partial) | Part arrived and the rest isn't coming: it was closed by hand. |
Receiving goods
When the delivery arrives, enter on each line what actually turned up — every quantity shows the item's unit — and the actual cost if it changed (it comes prefilled with the order's). Select Receive and that quantity enters the item's stock as an entry in its ledger, at the actual cost. If you keep storage areas, pick which one it enters.
If the whole delivery turned up as ordered, Receive all books in every outstanding line at the cost it was ordered at, instead of doing them one by one.
If less arrived than you ordered, receive what arrived: the order goes Partial and you can receive the rest later.
Closing a partial order
If the rest of the delivery isn't coming, don't leave the order waiting: select Close order. It's marked Closed (partial), stops taking receipts, and what was received stays as is. Only a partial order can be closed this way; a sent order with nothing received gets cancelled instead.