Purchase

Create Purchase Orders Before Stock Arrives

A purchase order records what the shop asked the supplier to send. It should be reviewed before stock arrives and received only when the physical goods are checked.

Menu path
Purchase -> Purchases -> New Purchase -> Purchase Order
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/purchaseOrders.html po_form_section, frontend/static/script/js/modules/js/receiving_add.js openForm addLine fillFromSupplier save addCostRow, items/getReceivingItemsAjaxList, items/bySupplier

Purchase order formA purchase order can be saved as draft or created before stock is received.
Order in listCreated orders return to the Purchases list where status and expected date drive follow-up.
Supplier contextSupplier history helps confirm the order belongs to the intended vendor.

When to Use a Purchase Order

Use a purchase order when stock has been requested but not yet received or when the shop wants an approval record before receiving. It is different from direct receiving because it does not prove the goods are already in the shop.

  • Use purchase orders for regular supplier ordering.
  • Use them when expected date matters.
  • Use draft when quantities or supplier details still need review.
  • Do not treat a purchase order as stock on hand until it is received.
  • Use direct New Purchase when the stock and invoice are already at the counter.

Create the Order

  1. Open Purchase -> Purchases.
  2. Click New Purchase.
  3. Choose the purchase order form when the goods are not fully received yet.
  4. Select Supplier.
  5. Set Expected on so staff know when to follow up.
  6. Enter Notes when the supplier or owner needs instruction.
  7. Search each item by name, SKU or barcode.
  8. Enter quantity and purchase cost for each line.
  9. Review In Stock and Incoming context before saving.
  10. Add additional costs only when they belong to this order.
  11. Click Save as draft when still reviewing, or Create when the order is ready.

Add Items by Search, SKU or Barcode

The purchase item search uses the receiving item lookup. It is barcode-ready when the item record has clean SKU or barcode data.

  • Search by item name when building a normal supplier order.
  • Use SKU when staff order from internal item codes.
  • Scan barcode only after item barcode setup is trusted.
  • Check the item row before changing quantity or purchase cost.
  • If an item cannot be found, create or correct the item record before ordering it.

Fill from Supplier

Fill from supplier can add many rows quickly. It should be used only after supplier-to-item relationships are clean.

Fill optionUse whenReview before saving
All supplier itemsThe supplier usually replenishes a known group of items.Remove unwanted rows and check cost.
Low-stock itemsReorder points are configured and trusted.Confirm physical stock agrees with low-stock suggestion.
Manual linesOnly a few products are being ordered.Use exact item search and quantity.
Additional costsFreight, packing or other order-level cost belongs to the purchase.Name the cost clearly and keep invoice support.

Draft Versus Create

  • Save as draft when the order still needs owner approval.
  • Create when the shop has actually placed the order with the supplier.
  • A draft should not be used as a receiving shortcut.
  • Created orders should be reviewed from the Purchases list by status and expected date.
  • When the supplier delivers, receive stock against the order instead of creating an unrelated duplicate purchase.

Related Manual Pages

Purchase Manage Draft Purchase Order A draft is an editable purchasing plan. Placing it marks the plan Ordered and starts incoming-stock visibility, but neither action receives stock into inventory. Purchase Freight and Charges Additional purchase charges increase the purchase grand total. They remain separate from item unit cost and tax so operators can reconcile supplier paperwork without distorting stock lines. Purchase Attach Purchase Files Purchase attachments keep supplier paperwork beside the saved transaction. Posnic accepts PDF and image files up to 10 MB on purchase orders and received purchases. Purchase Purchase List The purchase list is the control desk for incoming stock. Status, expected date, supplier and row preview tell staff what still needs receiving or review. Purchase Receive Stock Receiving is the point where purchased goods become trusted stock. The operator must match supplier, quantity, cost, invoice total, tax and proof before saving. Inventory Low Stock Low Stock is a watchlist driven by current quantity and the branch notification range or item alert settings. It helps operators restock before sales are lost. Catalog SKU and Barcodes Make products scannable by giving each item a clean SKU/barcode setup, then print labels with the right label size and fields.