Documentation

Purchase Orders

Purchase Orders

A purchase order is a formal order placed with a supplier. Receiving one adds the goods to your branch stock automatically, so your inventory stays honest without manual entry.

Go to Settings → Purchase Orders.

Purchase order list showing each order with its number, supplier, order date, total and status

Statuses

StatusMeaning
DraftCreated, not yet submitted
SubmittedSent for approval
ApprovedApproved, waiting on delivery
Partially ReceivedSome of the order has arrived
ReceivedEverything has arrived
CompletedClosed
CancelledOrder cancelled, with a reason recorded

Creating an order

Click New Purchase Order.

Purchase order create form with the supplier, dates, notes and terms, and a line-item table for products, quantities and unit prices

  1. Pick the Supplier
  2. Set the Order date and Expected delivery date
  3. Add notes and terms and conditions if you want them on the order
  4. Add line items — product, quantity, unit price, and any per-line tax or discount
  5. Save as Draft, or submit it

The subtotal, tax, discount and total are calculated as you add lines.

Approving

An order has to be approved before it can be received. Open it and click Approve. RepairSuite records who approved it and when.

:::tip In a small shop the same person creates and approves. In a larger one, keep the two on different roles so orders get a second pair of eyes — see Roles & Members. :::

Receiving

When the goods turn up:

  1. Open the approved order
  2. Click Receive
  3. Enter the quantity that actually arrived for each line — this can be less than you ordered
  4. Confirm

Stock goes up by the received quantity, and a stock movement is recorded against each product. If only part of the order arrived, the order moves to Partially Received and stays open, so you can receive the rest when it lands.

Purchase order detail showing order details, supplier information, status information, the order items and the order summary

The detail page records the whole trail — who ordered, who approved, who received, and when.

Cancelling

Open a draft or submitted order and click Cancel. A cancellation reason is recorded on the order.

Exporting

Export on the purchase orders list downloads the current view as CSV.