New purchase order

Place New Purchase Order opens a dialog where the supplier picks a vendor, adds the products being bought and submits. The order starts Pending.

Who uses it

Supplier staff with full access to purchase orders.

How it works

1. Choose a Vendor. Choosing one fills in the vendor's Phone Number and the Payment Terms agreed with that vendor.
2. Reference Number (optional). The vendor's own invoice or order number. The hint reads "Enter ref. no from your Vendor". A number already used on another of that vendor's orders is flagged while you type. See Reference numbers & dates.
3. Invoice Date (optional) and Payment Terms.
4. Select Product(s). For each row pick a product, enter the QTY and the Unit Price. Next to the price, LPP shows the Last Purchase Price paid to this vendor for that product, so a price change is easy to spot. A catch-weight product also takes a Weight, which may be left blank until the goods arrive.
5. Optionally switch on Add One-time Discount and give a percentage or flat amount.
6. Read the Total and its quantity at the bottom, then Submit. Discard closes the dialog.

At least one product is required: "Please add at least one product". A row with a quantity or price but no product is refused.

What happens on Submit

• The order gets a PO number, becomes Pending and is stamped with the placed date.
• Payment Terms default to the ones on the vendor's record. If the vendor has none, the terms are COD. Whatever is chosen in the dialog wins.
• If an invoice date was entered, the due date is set straight away.
• Nothing moves in stock until the order is delivered.

Calculations

Line total = quantity × unit price, rounded half up to the cent. A catch-weight line is priced on its weight, so one with no weight yet is $0.00.

Product	QTY	Unit price	Line total
Chicken thighs	10	$42.50	$425.00
Olive oil	4	$16.299	$65.20
Total			$490.20

4 × $16.299 = $65.196, which rounds to $65.20. See Pricing & discounts.

Where it shows up

The order appears in the Purchase order list and has its own detail page.

Permissions

Purchase orders: full access. The supplier and the vendor must be different businesses: "Supplier and vendor cannot be the same business".

FAQ

The vendor isn't in the list. Vendors come from the businesses connected to you. See Vendors.

Can I leave the weight empty? For a catch-weight product, yes. The line is priced at $0.00 until you enter the weight, and the order cannot be marked Delivered until you do.