Creating a Purchase Order
Posted by Jack Liptrott on 30 Dec 2014 09:10

Last Modified by Adam Roberts on 21 Sep 2017 14:46

The Purchase Ordering feature in StoreFeeder allows you create a purchase order within the system, create the purchase order note in the format that you or your supplier require, send or export the purchase order to your supplier and then book in the stock on the deliveries page.

The Purchase Order page can be found in the 'Products' section of StoreFeeder ('Products>Purchase Orders').

You will see the P.Os page. This page will show you an overview of all the purchase orders that you have created within StoreFeeder. You can view previous purchase order, view the goods received paperwork along with the general purchase order information.

To create a new purchase order, click the 'New Purchase Order' button.

You will be taken to the 'Edit Purchase Order' page:

You first need to fill in the 'Purchase Order Information' box.

Purchase Order Reference - The unique identifier for the P.O. The reference number is generated by StoreFeeder on creation of the P.O, but this can be changed to meet yours or your suppliers criteria.

Delivery Cost - The cost of shipping the purchase order to you.

Due Date - The date you require the P.O to be delivery on.

Date Sent - The date the P.O is sent. This is created when you click the 'Send to Supplier' button.

Status - Informs you of the current status of the P.O. The statuses are Draft, Awaiting Confirmation, Confirmed by Supplier and Complete.

The 'Delivery Address' and the 'Supplier Address' will be taken from your Warehouse address and supplier address respectively. These addresses can be edited before the P.O is marked as sent to supplier.

Once this information has been setup, click the '+Add Products' to begin adding your products to orders.

The information displayed in this section can also act as a guide line or suggestion of what you may need to be ordering.

The headers are as follows:

Units: The quantity of products you would like to add to the P.O.

Single Price: The price per individual unit.

SKU: The Stock Keeping Unit unique identifier for that product

Product Special Attribute: Any additional speciial information set in 'Additional Information' tab of the 'Product Manager' page.

Supplier Inventory: The inventory your supplier currently has of that SKU. This will be a 'live' feed if you have a supplier FTP feed connected to your account.

Inventory Available: Your inventory of this SKU that is not currently allocated to an order.

Allocated: Your Inventory of this SKU that is currently allocated to an order, but the order has not been processed or despatched.

Manual Reorder Level: A value set on the product that shows the product is at an inventory value where you may want to order more from your supplier.

Sold Last 7, 30, 90, 120, All Time - The quantity of the product that has been sold in the shown specified time period.

On Back Order - The quantity of the product that is currently on backorder.

On Purchase Order - The quantity of the product that is on other outstanding P.Os.

Product Status - The current status of the product, i.e, Out of Stock.

To add products, simply check the line of the product you wish to add to, enter the number of units you want to order and click the '+ Add Selected Products' button to add it to the P.O.

Before you add products to the P.O., you can set a product specific tax rate in the 'Tax Rate' field. By default, the Tax Rate will be set to the country specific VAT rate for your supplier, but here you can override this value. Please take care when doing so, as StoreFeeder will recalculate values based on the Tax Rate.


You will see a message confirming that the products have been successfully added. Once you have completed the P.O., click the 'Save' button to confirm it.

Once you have completed the P.O, you will be returned to the P.O overview page. Here you can mark the P.O as sent by clicking the 'Send Purchase Order' link. You can send multiple P.Os at once by checking the purchase order and then clicking the 'Send Purchase Order' button.

You will see a message confirming the purchase order as sent.

Once you have received the requested stock from your supplier, you will need to book the stock into StoreFeeder. For information on how to book in a delivery, please see the Booking in a Delivery knowledgebase article.

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