Purchase Orders and booking in deliveries

This guide explains how purchase orders move from draft to delivered in StoreFeeder. It covers the Purchase Orders page, what each status means, and how to book in stock when a delivery arrives.

How purchase orders and deliveries fit together

Raise the purchase order. A new purchase order starts as Draft. You can still add, remove and change products.
Send it to your supplier. The status changes to Sent To Supplier, and the purchase order now shows in Warehouse > Deliveries, ready to book in.
Track it (optional). While you wait, you can set the status to Awaiting Confirmation or Confirmed By Supplier.
Book in the delivery. When the stock arrives, book it in from Warehouse > Deliveries. The purchase order becomes Part Complete or Complete, and the stock is added to your inventory.

For step-by-step help with the first two stages, see Creating a Purchase Order.

The Purchase Orders page

Go to Products > Purchase orders. This page lists every purchase order on your account. From here you can search, filter and update them, open their paperwork, or click New Purchase Order to raise a new one.

Bulk actions

Tick one or more purchase orders, or tick the box in the header row to select them all, then click one of the toolbar buttons:

Button	What it does
Delete	Deletes the selected purchase orders from StoreFeeder.
Export	Exports the selected purchase orders to a file.
Set as Paid / Set as Unpaid	Records whether you've paid the supplier. This shows in the Paid column.
Set as Archived / Set as Unarchived	Archives the selected purchase orders, or restores them.
View Paperwork	Opens the Purchase Order or Goods Received document for the selected purchase orders.

Finding a purchase order

Use the filter row under the column headings to narrow the list. You can search by reference, product SKU or supplier SKU, and filter by warehouse, supplier, the person who raised it, dates, status, paid, and Created Via (Manual, Requisitions, CSV Import or API). Click a column heading to sort by that column.

To keep a set of filters for next time, set them up, then click Save Filters. You can choose it again from the Saved Filters list. Click Reset Filters to clear them all.

Paperwork and sending

Scroll to the right of the list for the paperwork links on each purchase order:

View Purchase Order: the purchase order document, the same one your supplier receives.
View Goods Received and View Booking in Sheet: these appear once stock has been booked in against the purchase order. The Goods Received report shows what you ordered against what arrived and what was written off.
Send Purchase Order: shown on Draft purchase orders. It opens an email to your supplier, which you can edit before sending.

Purchase order statuses

Status	What it means
Draft	Not sent yet. You can still add, remove and change products.
Sent To Supplier	Emailed to your supplier and waiting to be booked in. You can no longer add products.
Awaiting Confirmation	Optional. Use it to show you're waiting for the supplier to confirm the order.
Confirmed By Supplier	Optional. Use it to show the supplier has confirmed the order.
Part Complete	Some of the stock has been booked in, and some is still outstanding.
Complete	Every line has been booked in or written off.

For more on changing statuses, amending a sent purchase order or resetting it to Draft, see Processing a Purchase Order.

Booking in a delivery

Go to Warehouse > Deliveries. The list shows the purchase orders that are waiting to be booked in, with their supplier, warehouse, total value, dates and status. Switch to Month or Week to see your deliveries on a calendar.

Note: A purchase order only appears in Deliveries once it has been sent to your supplier. Draft purchase orders don't show here.

Book in everything that's outstanding

If the whole delivery has arrived as ordered, click the … button next to the delivery and choose Book in outstanding.

The same menu also has links to the purchase order, goods received and suggested booking in sheet PDFs.

Book in part of a delivery, or write stock off

Click the delivery's reference to open it. The top of the page shows the supplier, dates, totals and warehouse. Each line shows how much was Ordered, Received, Written off and is still Outstanding, in cartons and units.

Scroll to the Actions column on the right. For each line:

Choose what you're doing with the stock. Leave Book in selected to add it to your inventory. To write it off, choose a reason instead: Damaged goods, Faulty, Incorrect item, Not received, To resend or Unwanted by customer.
Tick the cartons box, the units box, or both.
Enter the quantity. It defaults to the outstanding amount.

When you've finished, click Save.

To tick every line at once, click the … button above the table and choose Select all outstanding cartons or Select all outstanding units. Choose Clear selection to start again.

Other delivery actions

The … button at the top of the delivery, next to Close, opens these options:

Purchase order, Goods received and Suggested booking in sheet: open the paperwork for this delivery.
Split by remaining items: moves the lines that are still outstanding onto a separate delivery. This is useful when part of a delivery has arrived and you want to finish the rest later.
Delete: deletes the delivery.

Troubleshooting

My purchase order isn't in Deliveries
It's probably still a Draft. Open it from Products > Purchase orders and send it to your supplier. It then appears in Deliveries.

I can't add products to a purchase order
You can only add products while the purchase order is a Draft. If it's already been sent, reset it to Draft first. See Processing a Purchase Order.

The Save button is greyed out on a delivery
Nothing is selected to book in yet. Tick the cartons or units box on at least one line, or use Select all outstanding cartons.

The New Purchase Order button is greyed out
Your user doesn't have permission to create purchase orders. Ask an admin on your account to give you access.

Still stuck? Contact StoreFeeder support with your account name, the purchase order reference, its current status, the product SKU and quantity you tried to book in or write off, and any message shown on screen.