Purchase orders keep a record of what you've ordered from a vendor. When the delivery arrives, you receive it on the order and the stock goes straight into inventory. Your team can see what's on order, what has arrived, and what's still due.
Before you begin: set up the vendor and products first. A purchase order lists the products linked to the vendor you choose. See How to Add Products and Consumables to Inventory.
To get started, go to Settings → Inventory → Purchase Orders.
Create a purchase order
Enter the order details
Click Create Purchase Order, then fill in the order details:
Order Number: Filled in for you. Use it to find the order later.
Vendor: Required. The company you're ordering from. Choosing a vendor lists its products under Add Products.
Location: Where the delivery will arrive. Received stock is added to this location.
Vendor Order Number: The vendor's own reference, such as their confirmation number. You can search by it later.
Notes: Anything your team should know, like an expected delivery date (up to 500 characters).
Add products and create the order
Under Add Products, click Add next to each product you're ordering. It appears under Line Items:
Quantity: How many you're ordering, in the product's unit (for example, bottles). It may start with a suggested amount, so change it to match your order.
Price Per Unit: Starts at the product's default cost. Change it if your vendor quoted a different price.
Total: Quantity × price per unit. Order Summary adds up products, total units, and the estimated total.
Click Create Purchase Order. The order appears in the list with the status Ordered.
Find and review a purchase order
Search by PO number or vendor: Finds orders by order number, vendor order number, or vendor name.
All Status: Shows only Ordered, Received, or Cancelled orders.
All Locations: Shows only orders for one location.
Status column: While an order is partly received, it also shows progress, such as "14 of 16 units in."
Click the eye icon on a row to open Purchase Order Details:
Line Items: For each product, how many were ordered, received, damaged, and missing. Each line shows Pending, Partial, or Complete.
Order Summary: The order's status, units received so far, and total cost.
Activity: Who created, changed, or received the order, and when.
Print: Prints a copy of the order.
Receive items
Receiving adds the stock to inventory right away, so you don't need to add the same delivery again with Add Consumable.
Receive a delivery
Open the order and click Receive Items. Enter what actually arrived:
Receiving Into: The location the stock is added to.
Receiving Now: Units that arrived in good condition. It starts at the full amount still due. Lower it for a partial delivery. Anything left at zero stays open for a later delivery.
Damaged: Units that arrived unusable. They count toward the order but aren't added to stock.
Missing: Units that won't be delivered. They're no longer counted as still due.
Item Details: Lot#, expiration date, and any other details the product requires, such as Invoice #. You can't post until the required details are filled in.
Status: Shows whether each line Will Be Complete or how many units are still due.
Receiving Summary: The units receiving, damaged, and missing, plus the inventory value added.
Click Post Receipt. The stock is added at the receiving location and the order updates. Lines that are still due show Partial, and you can receive the rest when it arrives.
Receive only some products
If only some products arrived, select them in Line Items and click Receive Selected. Products you didn't select show Skipping and stay Pending. Fill in the details and click Post Receipt.
Once every unit on the order is received, damaged, or missing, the order changes to Received on its own.
Edit a purchase order
Open the order and click Edit. Make your changes, then click Update Purchase Order. To leave without saving, click Discard Changes.
Notes: Keep your team up to date, for example when the vendor confirms a shortage.
Damaged and Missing: Correct the counts after a delivery. If the vendor won't ship the last units, enter them as missing. When every unit is accounted for, the order changes to Received.
Cancel a purchase order
Open the order, click Edit, and set Status to Cancelled. Click Update Purchase Order.
If some items were already received, Prospyr asks you to confirm. Click Cancel Order to go ahead, or Keep Order to go back. Cancelling only changes the order's status. Stock you already received stays in inventory.
Delete a purchase order
Use this for an order created by mistake. In the list, click the trash icon on the order's row, then click Delete Order. Click Keep Order to leave it.
The order is removed from the list and can't be brought back. Items already received into inventory aren't affected. To keep a record of an order you no longer need, cancel it instead.
Good to know
Creating a purchase order records it in Prospyr. Use Print if you need a copy of the order.
Clicking Add twice adds the same product as two separate lines. Change the quantity on one line instead.
Damaged units are never added to stock. If a problem turns up after you've posted a receipt, correct the lot on the Inventory Dashboard. See How to Adjust or Correct Inventory.
To check received stock, see Overview of the Inventory Dashboard.