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Purchase Orders

Vendors

Go to Purchase Orders → Vendors to manage your vendor list. Each vendor has a name (required), email, phone, and address. Click New vendor to create one — Notes and the Active toggle only appear once you're editing an existing vendor. Removing a vendor deactivates them rather than deleting their record.

A vendor isn't required on a purchase order — leave it unset for an ad-hoc purchase.

Creating a purchase order

  1. Go to Purchase Orders and click New Purchase Order.
  2. Optionally select a vendor, and choose the warehouse that will receive the goods (required).
  3. Click Create Order. This creates the order as a draft with no line items yet.
  4. On the order detail page, click Add line and choose a product, quantity, and unit cost for each line. Lines can only be added while the order is a draft.

Order lifecycle

A purchase order moves through four statuses: draft → ordered → received, or cancelled.

  • Draft — being built; add or edit lines freely. An empty draft can't be marked ordered.
  • Ordered — click Mark ordered once you've placed the order with the vendor. Status change only — no inventory effect yet.
  • Received — click Mark received when the goods arrive. This adds every line's full ordered quantity to the receiving warehouse's stock in one step.
  • Cancelled — available from Draft or Ordered (not from Received). Cancelling has no inventory effect either way, since stock is only ever added at the Received step.
Receiving is all-or-nothing: there's currently no way to receive a partial quantity on a line, or to receive some lines and not others — Mark received posts every line's full ordered quantity at once.

Posting to RSA

If your organization is connected to RSA, a Post to RSA button appears on ordered or received purchase orders. Clicking it queues the order to be created as a draft bill/expense in RSA — the vendor, amount, and line items carry over automatically. Once posted, the button becomes a static Posted to RSA · [date] badge. When RSA later records payment against that bill, this order picks up a Paid in RSA badge.

Unlike Sales Orders, Purchase Orders don't have a Re-sync option once posted — if a post fails, check the sync-error banner on the order detail page for details.