Create a purchase order, or import them

In short

Select New Purchase Order on Inbound › Purchase Orders, and enter the client, its own number for the order, the supplier and the lines. It saves as a Draft: select Open when it is ready, and the warehouse expects the goods.

Before you start

You need to be an Admin, a Warehouse Manager or an Account Manager. If you don't see New Purchase Order, ask the client's Account Manager.

The client's products must be added and active. Have the client's order to hand: its number, supplier and the quantity of each SKU.

Steps

Write the Purchase Order

1. Go to Inbound › Purchase Orders and select New Purchase Order.
2. Choose the Client, such as Hebden Botanicals Ltd. Clients on hold, closed or past their last trading date aren't offered.
3. Enter the client's own number for the order, such as HB-PO-0141. Add its date and Expected Delivery if you know them.
4. Enter the Supplier, and its Supplier Reference if it gave one.
5. Under Expected Lines, choose a Product and enter how many are Expected. Select Add to lines for each further product.
6. Select Create. The order is saved as a Draft.

Purchase order saved as a draft

A number the client already uses on another order is refused:

The client already has a purchase order numbered [HB-PO-0141].

Open it

1. In the order's row, select Actions, then Add Line for any product you missed. Each product appears on one line.
2. Select Actions, then Open, and select Confirm. The lines are fixed from then on.

Purchase order HB-PO-0141 opened

Import many at once from a spreadsheet

1. Save the client's spreadsheet of orders as a CSV file to upload.
2. Select Import at the top of Inbound › Purchase Orders.
3. Choose the CSV File, laid out as the import file says, and select Import.
4. Read the message. An order with any rejected row isn't imported, and the list of rejected rows downloads as purchase-order-import-rejections.csv.

1 purchase order(s) imported, 2 row(s) rejected

Row 4 (HB-PO-0142): Client [HEB] has no product with SKU [HB-NOPE]. Row 5 (TP-PO-0380): The expected_delivery_date [2026-13-01] is not a date written as YYYY-MM-DD. The full list of rejected rows has been downloaded.

5. Fix the rejected rows and import those orders again. Imported orders are Drafts, so open each one.

Cancel an order

1. In the order's row, select Actions, then Cancel Purchase Order.
2. Enter a Cancellation Reason if you have one, and select Confirm. Only an order nothing has been received against can be cancelled.

What happens next

An open order can be booked in on an Inbound Shipment. Its row shows the units expected and received. Its status moves to Partially Received or Received as deliveries are counted.