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Purchase Orders

The Purchase Orders module allows you to track inventory coming into your business from suppliers. It helps you manage expected stock, track costs, and ensures your inventory levels are updated automatically when shipments arrive.

This guide will show you how to create, manage, and receive purchase orders in Soppiya.

Location: Products → Purchase Orders

What Are Purchase Orders?​

A Purchase Order (PO) is a formal document you send to suppliers to request goods. In Soppiya, it serves as the central command center for tracking incoming inventory.

Why use Purchase Orders?

  • Accuracy - Prevents errors by documenting exactly what was ordered vs. what arrived.
  • Planning - Allows you to see "Incoming" stock levels so you don't over-order.
  • Cost Tracking - records the actual cost of goods, shipping fees, and taxes for profit reporting.
  • Accountability - Keeps a history of supplier performance (what they promised vs. delivered).
For Store Owners

Always use Purchase Orders instead of manually adding stock. This creates a "paper trail" that helps you spot theft, supplier errors, or accounting mistakes later.

Purchase Orders Overview​

The Purchase Orders dashboard provides a real-time snapshot of your procurement activities.

What You'll See​

When you navigate to Products → Purchase Orders, the grid displays:

  • Purchase Order - System ID (e.g., #PO000008) for internal tracking.
  • Supplier - Name of the vendor providing goods.
  • Destination - Warehouse or branch receiving the stock.
  • Status - Current stage (Draft, Ordered, Received).
  • Received - Count of items checked in vs. Total ordered (e.g., 318/500).
  • Expected Arrival - Date the shipment is due.

What You Can Do​

From this page you can:

  • Search: Find orders by PO number or Supplier name.
  • Filter: Click to view by Status, Supplier, or Destination.
  • Sort: Click the icon to reorder by Date, Status, or Supplier.
  • Create View: Save filters (e.g., "Incoming - Rangpur") as a custom tab.
  • Create PO: Start a new order with a supplier.

Quick Start Guide​

If you are ordering stock for the first time:

  1. Create PO - Click .
  2. Select Supplier - Choose the vendor and the Destination warehouse.
  3. Add Items - Select products and enter quantity/cost.
  4. Mark as Ordered - Click to confirm the request.
  5. Receive - When items arrive, open the PO and click .

For detailed instructions, continue reading below.

How to Create a Purchase Order​

To replenish inventory:

  1. Navigate to Products → Purchase Orders.
  2. Click .
  3. Complete the configuration sections below.
  4. Click (as Draft) or Mark as ordered.

Purchase Order Configuration​

Essential fields:

  • Supplier: Who you are buying from (Must exist in Suppliers module).
  • Destination: Where stock will be added.
  • Items: The specific products and quantities.
View All Purchase Order Field Details

Supplier & Logistics​

Supplier:

  • What it is: The vendor profile.
  • Requirement: Supplier must be created in the Suppliers module first.

Destination:

  • What it is: The physical branch (e.g., "Motijheel") receiving stock.
  • Impact: Stock received here will increase the "On Hand" count for THIS specific location.

Payment Terms:

  • What it is: Agreement details (e.g., "Net 30", "50% Advance").
  • Best practice: Record this for accounting reference.

Currency:

  • What it is: The currency you pay the supplier in (e.g., USD).
  • Benefit: Allows accurate cost tracking even if you sell in BDT.

Shipment Details​

Estimated Arrival:

  • What it is: Expected delivery date.
  • Use case: Helps warehouse staff plan for labor needs.

Tracking Number:

  • What it is: Carrier shipment ID (e.g., DHL number).

Items & Costs​

Add Items:

  • Action: Click the link.
  • Fields:
    • Quantity: Number of units ordered.
    • Cost: Unit cost (auto-filled from product profile but editable).
    • Tax: Applicable tax percentage.

Cost Summary (Adjustments):

  • Action: Click in the cost summary card.
  • Use case: Add "Shipping Fees" or "Customs Duties" here so they are included in the total cost but not tied to a specific unit.

Finalizing and Sending​

A PO starts as a Draft. To make it official:

  1. Review: Check all quantities and costs.
  2. Mark as Ordered: Click in the top-right.
  3. Confirm: Click on the confirmation modal.

What happens next?

  • Status changes to Ordered.
  • Items are listed as Incoming inventory (visible in the Inventory module).
  • The PO is now locked and cannot be reverted to Draft.
important

Once marked as Ordered, stock is tracked as "Incoming." It is NOT yet available for sale on your website.

Receiving Inventory​

When the truck arrives at your warehouse, you must "Receive" the PO to update your actual stock levels.

  1. Open the Purchase Order (Status: Ordered or Partially Received).
  2. Click in the top-right.
  3. Verify Items: The system lists what was expected.
    • Accepted: Enter the count of good units.
    • Rejected: Enter count of damaged/wrong units.
  4. Click .

Inventory Updates​

  • Accepted items immediately move from Incoming to On Hand (Available).
  • Rejected items are recorded for supplier credit but not added to inventory.
Status Logic
  • Partially Received: If you ordered 100 but only received 50, the PO remains open.
  • Received: Once all items are accounted for, the PO closes automatically.

Managing Costs & Adjustments​

Real-world procurement often involves extra fees or credits.

Adding Shipping/Customs Fees​

  1. Open the PO.
  2. Scroll to Cost summary.
  3. Click Manage.
  4. Click Add Adjustment.
  5. Enter Name (e.g., "Shipping") and Amount.
  6. Click .

Handling Rejections​

If you reject items (e.g., 5 damaged units), the system records the rejection.

  • Best Practice: Go to Cost summary and add a negative adjustment (e.g., "Credit Note - Damaged Goods") to ensure your financial records match the supplier invoice.

Troubleshooting​

I can't find my supplier in the list

Possible causes:

  • The supplier has not been created in the system yet.

Solution: Go to Products → Suppliers and create a profile for them. Then return to the PO screen.

Why isn't my stock showing on the website?

Possible causes:

  • The PO is "Ordered" but not "Received."
  • You received stock into the wrong "Destination" (warehouse).

Solution:

  1. Open the PO and ensure you have clicked Receive inventory.
  2. Check which location was selected as the destination.
Can I edit a PO after sending it?

Possible causes:

  • The PO is in Ordered status.

Solution: Once marked as Ordered, the core details are locked to ensure data integrity. You can edit expected arrival dates, but to change items, you may need to close this PO and create a new one.

How do I handle a partial delivery?

Solution:

  1. Click Receive inventory.
  2. Enter only the quantity that arrived (e.g., 50 of 100).
  3. Save.
  4. The PO status will change to Partially Received.
  5. When the rest arrive later, repeat the process.
Need More Help?

If you're still experiencing issues, contact Soppiya support with the PO Number and Supplier Name.

Best Practices​

Procurement Best Practices

Workflow

  • Always Draft First: Build your PO as a draft while negotiating. Only mark "Ordered" when the supplier confirms shipment.
  • Receive Immediately: Don't let boxes sit on the dock. Receive them in the system immediately so your website reflects accurate stock.

Data Accuracy

  • Track Rejections: Always enter rejected counts. This data is vital when negotiating terms with suppliers later ("You sent 5% damaged goods last year").
  • Use Internal Notes: Add notes like "Box was wet" or "Driver was late" for future reference.

Common Mistakes to Avoid

  • ❌ Manually Adding Stock: Never use the "Inventory" module to add new shipments. You lose cost data and supplier history. Always use a PO.
  • ❌ Ignoring Currency: If you pay in USD, set the PO to USD. Don't manually convert to BDT in your head; let the system track the original cost.
  • ❌ ** forgetting Adjustments:** Failing to add shipping/customs fees to the PO means your "Cost of Goods Sold" will be artificially low, messing up your profit reports.

Summary​

Purchase Orders are the professional way to manage inventory. They connect your financial costs, supplier relationships, and physical stock levels into one accurate system.

Key takeaways:

  • Draft → Ordered → Received: The three stages of a PO lifecycle.
  • Incoming Stock: Ordered items are tracked as "Incoming" until received.
  • Receiving: Processing a receipt moves items to "Available" for sale.
  • Costing: Use adjustments to track shipping, taxes, and discounts accurately.

Start by creating a Draft PO for your next expected shipment to familiarize yourself with the workflow.