Purchase orders

Raise purchase orders to suppliers, move them from draft to sent and confirmed, receive goods into stock with a GRN, and draft reorders automatically.

A purchase order (PO) records stock you have ordered from a supplier. Receiving the goods adds them to stock at the PO rates and adds the value to what you owe the supplier — in one step.

Purchase orders are in Suppliers & POs and need the Manager role or above.

Create a purchase order#

Add the supplier first (+ New purchase order is disabled until you have one) and make sure the products exist in Inventory.
Click + New purchase order — Order stock from a supplier.
Pick the Supplier and, optionally, an Expected date.
Under Items, search each product by name or SKU, then enter Qty (whole number) and Rate ₹. The Amount is calculated. Add more lines as needed (up to 100).
Optionally add Notes — Terms, reference… (up to 500 characters).
Save.

The PO gets a number such as PO-00012 and starts as DRAFT.

Statuses and actions#

Status	Meaning	Actions in the ⋯ menu
DRAFT	Created, not yet sent	📤 Send to supplier, ✕ Cancel PO
SENT	Sent to the supplier	✅ Mark confirmed, 📦 Receive goods (GRN), ✕ Cancel PO
CONFIRMED	Supplier accepted, or partly received	📦 Receive goods (GRN), ✕ Cancel PO
RECEIVED	Everything received	—
CANCELLED	Called off	—

Marking a PO as sent only changes its status — the app does not message the supplier.

Receive goods (GRN)#

When the delivery arrives:

Choose 📦 Receive goods (GRN) on a Sent or Confirmed PO.
Confirm Receive all remaining quantities (N line(s))? Stock is added and the supplier is credited.

In one step, for each line:

the remaining quantity is added to stock (movement reason PURCHASE, at the PO rate),
the product's purchase cost is re-averaged with the new stock, and
the received value is added to the supplier's payable balance.

The PO becomes RECEIVED. If nothing is left to receive you see Nothing left to receive on this PO.

Auto-reorder#

⚡ Auto-reorder — Draft POs for everything below reorder level — builds one draft PO per supplier from the reorder suggestions (30-day demand × lead time), priced at each product's current purchase cost.

The dialog previews each supplier with its item count and total.
Confirm to create the draft POs, then review and send them.

Error messages#

Message	Cause
Pick a supplier	Choose the supplier.
Add at least one line with a product, quantity and rate	Complete a line.
Cannot move a DRAFT purchase order to CONFIRMED	Send it first.
Cannot receive goods against a DRAFT purchase order	Send or confirm the PO first.
No low-stock items with an assigned supplier to reorder	See the auto-reorder note above.

Last updated 15/09/2026