Suppliers & Purchase Orders

Managing Suppliers (Admin Only)

Adding a Supplier

1. Go to Suppliers from the sidebar.
2. Click "Add Supplier".
3. Fill in: Name (required), Contact Person, Phone, Email, Address, Payment Terms, Notes.
4. Click Save.

WARNING

A supplier cannot be deleted if they have any purchase orders linked to them, even cancelled ones. This protects your audit trail. Simply stop creating new POs with that supplier.

Working with Purchase Orders

Creating a Purchase Order (Admin)

1. Go to Purchase Orders from the sidebar.
2. Click "New Purchase Order".
3. Select a Supplier from the searchable dropdown.
4. Add line items:
   • Search for a product
   • If the product has variants, select the specific variant (required)
   • Enter the quantity and unit cost (what you pay the supplier)
   • The line total calculates automatically
5. Add optional notes and click Save as Draft.

Purchase Order Lifecycle

Status	What It Means	What You Can Do
Draft	Order is being prepared	Edit, delete, or advance to Ordered
Ordered	Order sent to supplier	Receive goods or cancel
Received	Goods arrived and counted	View only
Cancelled	Order was cancelled	View only

Placing an Order (Draft → Ordered)

Open a Draft PO and click "Place Order". This marks it as sent to the supplier and locks the line items.

Receiving Goods (Ordered → Received)

1. Open an Ordered PO and click "Receive Goods".
2. For each line item, enter the quantity actually delivered (can be less than ordered).
3. Click "Confirm Receipt".
4. Stock is automatically updated. If any items were short-delivered, an amber "Partial" warning is shown.

Filtering the PO List

• Status tabs: All, Draft, Ordered, Received, or Cancelled
• Date range: From/To date pickers or quick presets (Today, Last 7 Days, This Month)
• Search: PO number, supplier name, or notes

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FAQ

Q: Who can manage suppliers and purchase orders?

A: Admins have full access. Managers can view the PO list and details but cannot create or modify orders.

Q: What is the PO number format?

A: Sequential per store: PO-00001, PO-00002, etc. Generated automatically.

Q: Can I edit a PO after placing it?

A: No. Once a PO moves from Draft to Ordered, it becomes read-only. Only Draft POs can be edited.

Q: What if the supplier delivers fewer items than ordered?

A: Enter the actual quantity received. Only the received quantity is added to stock. The PO is marked as "Partial."

Q: What if the supplier delivers more than ordered?

A: The system caps received quantity at the ordered quantity.

Q: Does receiving a PO update stock automatically?

A: Yes. Each received line item creates a stock adjustment.

Q: What happens to cost prices when I receive a PO?

A: The system recalculates the Weighted Average Cost (WAC) for each received product. If the cost changed significantly, a price review prompt appears. See Cost Price & Margin.

Q: Can I reopen a cancelled PO?

A: No. Cancelled and Received are final statuses. Create a new PO if needed.

Q: I have a product with variants. How does the PO work?

A: Each PO line represents one product/variant combination. A variant selector appears when you add a variant product. You must choose a variant before the line can be saved. Stock is credited to the specific variant on receive.

Q: Can I order multiple variants of the same product in one line?

A: No. Each line is one variant. To order two sizes of the same product, add two separate lines — one per variant.

Q: What happens to the cost price (WAC) when I receive a variant PO?

A: WAC is recalculated at the product level across all variants combined. Per-variant cost tracking is not available in the current version. See Cost Price & Margin for more detail.

Q: The variant dropdown is not appearing for a product I know has variants.

A: The dropdown only appears if variants are set up for that product. Go to the Products page, click the variants icon on that row, and check that at least one variant is active.

Q: What if the supplier delivers a different variant than what was ordered (e.g. wrong size)?

A: Receive the actual quantity against the closest matching line. Then use a Stock Adjustment to correct the specific variant counts — add a Correction to the variant you actually received and a negative Correction to the one you did not.

Q: Is the variant name shown on the printed purchase order?

A: Yes. Each line on the printed PO includes the variant name so the supplier knows exactly which option was ordered.