Purchase Orders

The Purchase Orders (POs) screen allows you to fully manage the process of purchasing inventory. You can raise new POs, send them to your supplier and monitor which stage POs are at. Additionally, you can use the screen to update stock levels once items are delivered to your warehouse. PO stages are logged in the system automatically, which helps you to track all stock level changes during the purchasing process.

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Table of contents

Purchase order components

POs are commonly standardized across the company and contain information about: the purchaser and the vendor (names, addresses), delivery dates, payment terms, and most importantly information about order items. Some typical components of a PO are:

  • SKU
  • Supplier code
  • Item title
  • Quantity
  • Item unit cost
  • Line total
  • Taxes
  • Total price
Use the Template Designer screen in Settings > Template Designer > Purchase Order to edit the content of your PO template.

Purchase order common workflow

  1. When you need to order items from your supplier, you create a new PO with all required details.
  2. You can then print this PO and send it via email to your supplier (email must be set up in the Emails screen).
  3. Once the PO is sent to the supplier, its status changes to open.
  4. The supplier receives the PO and confirms that the order will be fulfiled.
  5. You receive items and deliver them, items stock levels increase in My Inventory (you can also book in the delivered stock using the Stock In screen or Mobile Stock In)
  6. The status of the PO changes to partially delivered or delivered.

Purchase order statuses

POs follow a specific life cycle: pending > open > partial > delivered.

Pending

The status is pending when you initially create a PO. Keep the PO in the pending status if you are planning to send it to the supplier later. You can change any details in the pending PO. 

Open

Change the status to open if the PO has been finalised and sent to the supplier. As with pending POs, the details in the open PO can be changed. You can add, update or delete items, add and deduct quantities, change the location or shipping details. Note that the supplier and the PO reference number cannot be changed for open PO as the PO has been sent to the supplier. 

Partial

The status of the PO changes to partial when some of the requested items have been delivered, but there are still outstanding items awaiting delivery. As with the open status, you can make changes to POs in the partial status.

Please note! The delivered quantity of items cannot be changed.

You can use the Scrap Items screen to deduct stock if some of the items were booked in mistakenly.

Delivered

The PO changes to delivered in two cases:

  • Items delivered by the supplier. All items from the PO have been delivered and the stock is booked in.
  • Items not delivered by the supplier. The status of the PO was changed to delivered by clicking the To Delivered button. In this case:
    • Stock levels will not change as a result of the status being changed.
    • The stock that was displayed as due in My Inventory and Open Orders will be set to 0.

Please see our documentation on how to deliver POs for more details.

Purchase order locations

Warehouse locations

These are the main locations to raise POs for and book in the stock delivered by your suppliers as they are owned and fully controlled by you. Please see our documentation on warehouse locations for more details.

Fulfilment centres

You can purchase and deliver stock into a fulfilment centre location only if it doesn't have the inventory import enabled in the automation section. Otherwise, the following message will be displayed. - Cannot deliver items to fulfilment centre locations with the inventory import automation enabled. Please see our documentation on fulfilment centres for more details.

FBA locations

You cannot deliver items into an FBA location as it works as a viewing point in your Linnworks account. If you try to deliver stock to an FBA location, the following message will be displayed. - Cannot deliver items to an FBA location. Please see our documentation on FBA for more details. 

Please note! You can change the location of POs in any status but delivered. In this case, due quantities will be deducted from the previous location and added to the new location.

The Purchase Orders screen overview

Go to Inventory > Purchase Orders to access the screen. The screen displays the list of purchase orders based on selected filters.

POscreen

  • Status tabs: use these tabs to display POs in a specific status.
  • Locations: use this drop-down menu to check POs raised for a specific location.
  • Suppliers: use this drop-down menu to check POs raised for a specific supplier. You can view and adjust the list of suppliers in Inventory > Suppliers.  
  • Date range: select the date range to display POs created during this period.
  • Search: this drop-down menu allows searching POs by reference numbers (either PO or supplier reference number), PO reference number, stock item SKU, supplier code, or supplier reference number. Enter the text into the field and click the Search button to start the search.
  • New PO: use the +New PO button to create a new PO. This button opens the Edit Purchase Order screen.
  • Edit PO/ Deliver PO/ View PO: these buttons are active depending on the selected status tab. 
    • Edit PO - active for pending POs.
    • Deliver PO - active for open and partial POs.
    • View PO - active for delivered POs.
  • Print: use this button to print POs. The system will print a PO template set up in Settings > Template Designer.
Please note! In the All tab, you need to select a PO to activate status specific buttons. When selecting multiple POs, status specific buttons Edit PO, Deliver PO, and View PO will not be available in the screen.

How to raise purchase orders

To purchase items from suppliers you can:

  1. Raise purchase orders from the Inventory > Purchase Orders screen. Please see more details here.
  2. Reorder low stock from My Inventory and Open Orders. Please see more details here.

Purchase orders in other modules

Items quantity requested in POs is displayed as due in My Inventory and Open Orders (if you have orders placed for the same item). Please note! The system calculates the due level as a sum of expected stock levels from POs in open and partial statuses.

My Inventory

In the My Inventory screen, the expected quantity is displayed in the Due column. You can create a separate inventory view with the Due column or use the All columns predefined view. To select the All columns view, click burger in the Default view tab placed on the left side of the screen.

myinventorydue

View more details such as PO date and delivery date, delivered quantity, the location and the supplier, for a specific item in Product Details > Item stats > PO:

poproductdetails

Open Orders

In the Open Orders screen, you can see indicators that refer to the PO information in the Items column. To view the PO information, hover the mouse over the symbol next to the SKU.
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  • Paid displays information about the current stock level including the due quantity from the My Inventory screen.
  • greentruck v2 displayed when there is not enough stock to fulfil orders but an incoming PO will cover the required quantity.
  • redtruck displayed when there is not enough stock to fulfil orders and incoming PO will still not cover the required quantity.
  • truckarrow displayed when there is not enough stock to fulfil orders but an incoming PO that was raised from the Open Orders screen will cover the required quantity.

Stock Item History

In the Dashboards > Stock Item History you can view entries of when the PO was created, moved to the open status, and marked as delivered for a specific item.
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You can check the same information from My Inventory > Product Details > Audit Log > Stock Item History. Search for an item in My Inventory, open item's product details and click the arrow icon in the top right-hand corner of the pop-up. Go to Audit Log > Stock Item History to view the item's audit trail.

Further readings