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 Purchase Orders in the sidebar, or click Create Purchase Order from the Dashboard.
- Click Create Purchase Order.
- Follow the multi-step wizard:
Step 1: Store & Items
- Select the store the stock is for.
- Add products from your catalogue with quantities and agreed prices.
Step 2: Basic Information
- Select the supplier.
- Set the expected delivery date.
Step 3: Fees & Details
- Add any additional delivery fees or charges.
- Add any notes.
Step 4: Review
- Review all the details before submitting.
- Click Submit to create the purchase order.
Purchase Order Statuses
| Status | Meaning |
|---|---|
| Draft | PO created but not yet sent to the supplier |
| Pending | PO sent to the supplier, waiting for approval |
| Approved | PO approved, waiting for delivery |
| Received | Products received and stock updated |
| Cancelled | PO was cancelled |
Receiving Stock from a Purchase Order
When products arrive from a supplier:
- Open the purchase order details.
- Click Receive Stock.
- Confirm the quantities received.
- Click Confirm.
The inventory for the selected store is automatically updated with the received quantities.
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 | No inventory change — it is just a record of intent |
| PO Received | Inventory increases by the received quantities |
| PO Cancelled | No inventory change — the order is voided |