Purchase Orders

Overview

Purchase orders help you plan and track inventory you order from suppliers. The flow is split into two parts:

Create a purchase order when you decide to procure components – you can start from the list of components that are insufficient to fulfill current unfulfilled orders.
Mark it as received when goods arrive – this records the stock movement, links a Purchase Invoice for the financial side, and updates the PO status.

Purchase orders are operational. The financial record (the supplier’s invoice and any extra expenses like shipping) lives separately as a Purchase Invoice.

Finding Purchase Orders

Open Inventory > Purchase orders. The list shows every PO with its number, supplier, status, expected arrival, total, and received progress (e.g. 7/10).

Filter by status (Draft, Ordered, Partially received, Received, Cancelled) or search by PO number or supplier name.

The Open items tab lists individual items across all open purchase orders, and Delivery history lists every delivery and supplier payment in one feed.

Correcting a delivery

Each delivery row on the Delivery history tab has Edit and Undo.

Edit is for when fewer units turned up than were logged — say you recorded 4 but only 3 arrived. Enter the number that actually came in and save; the difference goes back out of the destination warehouse and the purchase order’s delivered count drops to match. You can only lower the figure: to add units, record another delivery.

Undo removes the delivery entirely. The units go back out of the destination warehouse, the delivered count drops, and the purchase order’s status moves back if it had been marked received.

The original stock movement is kept and a matching reversal is recorded, so the history stays auditable — the undone delivery simply stops appearing in the feed. Supplier payments in the same feed have no Undo; edit those from the supplier instead.

You can also undo an individual receipt from the purchase order’s own page, which is the place to go when a line has several receipts and you need a specific one.

Creating a Purchase Order

Click New purchase order. The page has the following cards:

Supplier

Pick an existing supplier from the dropdown, or click Add new to create one in a modal (name, address, internal notes). New suppliers are saved for reuse on future POs – manage the full list under Settings > Suppliers.

Destination warehouse

Where the goods will be received once they arrive.

Insufficient components to fulfill orders

When at least one component’s current stock in the selected warehouse is less than what your unfulfilled paid Shopify orders need (expanded via the Bill of Materials), this card appears. Each row shows the required quantity, what’s in stock, and how many you’re short by. Click Add to put a row on the purchase order with the suggested order quantity.

This card is hidden when nothing is insufficient.

Order quantities

Empty by default. Populated by:

Clicking Add on a row in the insufficient-components card
Clicking Add items to pick any component from the catalog

Each row is editable in place: order quantity, unit cost (net), and VAT %. Use the trash icon to remove a row.

Purchase order details

PO number is auto-filled with the next per-shop sequence (e.g. PO-7). You can override it if needed; otherwise the next number is assigned automatically when you save.
Estimated arrival opens a calendar popover.
Notes for internal context.

Saving

The Shopify save bar appears at the top of the page whenever you change any field. Click Save to create the PO as a draft. You’re taken to the PO detail page.

Purchase Order Detail

A draft PO can still be edited (lines, supplier info shown read-only, dates, notes). When you’re ready, click Mark as ordered in the status banner. From there:

Mark as received opens the receive flow (see below).
Cancel PO terminates the PO. Goods already received via earlier partial receipts are NOT reversed automatically – adjust those via a write-off if needed.

The Estimated arrival field uses an input you can type into directly, or click to open the calendar.

Status flow

Draft → Ordered → Partially received → Received, with Cancel available at any non-terminal step. Once you receive items partially, the PO is marked Partially received; receiving the rest auto-transitions it to Received.

Lines

Each line shows the ordered and received quantities, unit cost (net), VAT, and line total (gross). Lines are editable while the PO is in Draft or Ordered status.

Per-line receive

The package icon next to each line opens a one-line receive modal – useful for quick partial receipts when only a few items arrived. You can override the unit cost at receipt time and the line’s stored price updates so subsequent receipts default to the new value.

Receipt history

Below the lines, the sidebar shows the receipt history once anything has been received. Each entry shows quantity, item, and timestamp, plus an Undo button that asks for confirmation and reverses the stock movement.

Mark as Received (full flow)

Click Mark as received on the PO detail page. This opens a dedicated page where you can:

Edit received quantities per line (defaults to whatever’s still outstanding)
Edit the unit cost if it differs from what was on the PO
Add expenses linked to this receipt (shipping, customs, handling fees) via the Add expense modal
Attach files – drop the supplier’s invoice PDF into the Attachments card

The Balance card shows the difference between the invoice total you entered and the sum of all line items + expenses. It turns green when balanced.

The page uses the contextual save bar – click Save to complete the receipt. In one operation Panelque:

Creates a Purchase Invoice linked to the PO
Creates a stock movement for each line you received (with the cost you specified)
Creates expense rows for any added expenses
Stores any uploaded files against the invoice
Auto-transitions the PO status to Partially received or Received

Suppliers

Suppliers are managed under Settings > Suppliers. You can add, edit, or delete suppliers any time. Deleting a supplier doesn’t affect existing POs – their snapshotted name and address are preserved; only the link to the supplier record is cleared.