ITEM 01
Orders With No Record
You ordered twenty, the supplier remembers fifteen, the invoice says eighteen. Without a written purchase order, every disagreement is your word against theirs.
Suppliers & Restocking
Purchase Orders That Keep Restocking Under Control
Order from suppliers with a real paper trail: what you ordered, at what cost, when it should arrive, and what actually showed up. Receive stock in parts, and inventory updates itself with every delivery.
Live view — purchase orders
NO. 01
Restocking by Phone Call Leaves No Trace
A voice note to the supplier, a price agreed on the phone, a delivery checked by memory — until quantities do not match and nobody can prove anything.
ITEM 02
Costs Nobody Tracks
Supplier prices creep up delivery by delivery. If cost per item is not recorded at order time, your margins shrink quietly and your profit reports lie.
ITEM 03
Deliveries Checked by Memory
Boxes arrive, someone shelves them, and the count in your head becomes the count in your stock. Missing items are discovered weeks later — too late to claim.
ITEM 04
Partial Deliveries Fall Through
The supplier sends half now, half next week. Which half arrived? Who is still owed what? Without tracking remaining quantities, partial deliveries become losses.
NO. 02
The Full Restocking Cycle, Recorded
From "we are running low" to "it is on the shelf" — every step has a record, a status, and a number.
ITEM 01
Two-Step PO Creation
Pick the store and supplier, add products with quantities and agreed unit costs, then set the expected delivery date, delivery fees, and notes. Done — the PO is created as a draft.
Store & SupplierQuantities & CostsDelivery Date
ITEM 02
Clear Status Flow
Draft, Approved, Partially Received, Completed, Cancelled — every purchase order tells you exactly where it stands at a glance.
DraftApprovedPartially ReceivedCompleted
ITEM 03
Deliberate Approval
Approving a PO requires typing APPROVE — a small speed bump that prevents expensive accidental orders. Cancelling works the same way.
Type to ConfirmNo Accidental Orders
ITEM 04
Receive Stock in Parts
When a delivery arrives, enter what actually came — item by item. The PO tracks ordered, received, and remaining counts until everything is in.
Partial DeliveriesOrdered vs. ReceivedRemaining Counts
ITEM 05
Inventory Updates Itself
Received quantities are added to the store's stock immediately, and every receipt is logged as an inventory adjustment you can audit later.
Instant Stock UpdateLogged AdjustmentsAudit Trail
ITEM 06
Supplier Database
Keep every supplier's name, phone, email, and address in one place — and pick them in one tap when creating a purchase order.
ContactsSearchQuick Pick
ITEM 07
History Per Supplier
Open a supplier to see every purchase order you ever placed with them — quantities, costs, and statuses. Negotiate the next price knowing the last five.
Full PO HistoryCost MemoryOne-Tap Reorder
ITEM 08
Search & Filters
Find any PO by number, store, supplier, status, or date range — no more digging through paper files or chat threads.
By NumberBy SupplierBy StatusBy Date
NO. 03
From Low Stock to Full Shelves
Three steps, and every one of them leaves a record.
01
Create the Purchase Order
Low stock alerts tell you what needs reordering. Create a PO: pick the store and supplier, add products with quantities and agreed costs, set the expected delivery date.
02
Approve It
Review the draft and approve it by typing APPROVE. The order is now official — waiting for delivery, visible to your team, and impossible to lose.
03
Receive the Stock
When boxes arrive, enter the received quantity per item — all of it or just what came. Stock goes up instantly, and the PO closes itself when everything is in.
NO. 04
What Each Step Does to Your Inventory
No surprises: purchase orders only touch stock when goods actually arrive.
| Action | Effect on stock |
|---|---|
| PO created or approved | Nothing changes — it is a record of intent, not stock |
| Stock received | Inventory increases by the received quantities, each receipt logged as an adjustment |
| PO cancelled | Nothing changes — the order is voided with no stock movement |
Frequently Asked Questions
Common questions about purchase orders and suppliers in Cashvio.
Can I receive a delivery in parts?
Yes. Enter the quantity that actually arrived per item — the PO becomes Partially Received and keeps tracking the remaining quantities until everything is in, then completes itself.
Does creating a purchase order change my stock?
No. Creating and approving a PO changes nothing in inventory — it is a record of what you ordered. Stock only increases when you receive it, by the quantities you actually received.
What do I need to add a supplier?
Just the supplier's name. Email, phone, and address are optional. You can also add a supplier on the fly from the supplier picker while creating a purchase order.
Can I see everything I ordered from one supplier?
Yes. The supplier's page shows their full purchase order history — with the same view, approve, cancel, and receive actions as the main PO list — plus a button to start a new PO with them pre-selected.
How do I avoid approving an order by mistake?
Approval requires typing APPROVE in a confirmation dialog, and cancelling requires typing CANCEL. Accidental clicks cannot approve or kill an order.
Can I add delivery fees to a purchase order?
Yes. Delivery fees and notes are set in the second step of PO creation, alongside the expected delivery date.
How do purchase orders help my profit reports?
POs record the unit cost you agreed with the supplier. Combined with the cost prices on your product variants, the Profit report can show real margins and cost breakdowns by supplier.
Can I limit who is allowed to approve purchase orders?
Yes. Purchase order permissions are fine-grained — view, create, edit, approve, receive, and cancel are separate permissions you assign per role.
Also free on Cashvio
Start with a free POS and a free online store — no credit card required.
Give Restocking a Paper Trail
Create your free account, add your suppliers, and place your first purchase order — the days of restocking by memory are over.
Suppliers and purchase orders are part of the inventory module