Purchase Orders
How to create purchase orders to restock your inventory from suppliers, track their status, and receive stock.
What is a Purchase Order?
A purchase order (PO) is a formal request to buy products from a supplier. It specifies what products you need, the quantities, and the expected prices. When the supplier delivers the products, you "receive" the PO in Cashvio, and your inventory is updated automatically.
Creating a Purchase Order
- Go to Inventory > Purchase Orders (a tab in the Inventory section).
- Click Create Purchase Order.
- Follow the two-step wizard:
Step 1: Store & Items
- Select the store the stock is for and the supplier.
- Add products from your catalogue — for each item set the quantity and the agreed unit cost (plus optional notes).
Step 2: Date & Fees
- Set the expected delivery date (optional).
- Add delivery fees and any notes.
- Click Submit to create the purchase order as a Draft.
Shortcut: Create from a Low-Stock Item
You can also start a purchase order directly from Inventory > Low Stock: open the row's actions menu and choose Create Purchase Order. The form opens with the store preselected and the item already added — with a suggested restock quantity and the variant's purchase price as the unit cost. You only pick the supplier and submit.
Purchase Order Statuses
| Status | Meaning |
|---|---|
| Draft | PO created — review it, then approve |
| Approved | PO approved and waiting for delivery |
| Partially Received | Some items have arrived and been received; the rest are still expected |
| Completed | All items received and stock updated |
| Cancelled | PO was cancelled |
Approving and Cancelling
- Approve — available for Draft POs. To prevent mistakes, you confirm by typing "APPROVE" in the dialog.
- Cancel — available for Draft and Approved POs, confirmed by typing "CANCEL". Cancelling changes nothing in inventory.
Receiving Stock from a Purchase Order
When products arrive (fully or partially):
- Open the purchase order and click Receive Stock.
- The dialog lists each remaining item with ordered / received / remaining counts.
- Enter the quantity received per item (you don't have to receive everything at once) and any notes.
- Confirm.
Inventory for the store increases by the received quantities immediately. If items remain, the PO becomes Partially Received; once everything is in, it becomes Completed. The PO details page also shows the inventory adjustments it created.
Note
Receiving stock requires the Inventory module to be enabled in your plan.
Managing Purchase Orders
The Purchase Orders page shows all POs with filters:
- PO Number — Search by PO number
- Store — Filter by store
- Supplier — Filter by supplier
- Status — Filter by PO status
- Date Range — Filter by date
How Purchase Orders Affect the System
| Action | Effect |
|---|---|
| PO Created / Approved | No inventory change — it is a record of intent |
| Stock Received | Inventory increases by the received quantities (each receipt is logged as an adjustment) |
| PO Cancelled | No inventory change — the order is voided |