Purchasing
Purchasing
Create supplier records and purchase orders, track deliveries, receive inventory, and match distributor invoices.
Before you start
- Dashboard → Inventory → Purchasing
- Your account needs permission to view purchasing. Creating orders, editing them, marking them ordered, receiving deliveries, managing invoices or suppliers, voiding records, and exporting data have separate permissions.
Quick start
The shortest path through this area.
- 1Start with Overview to find open purchase orders, deliveries waiting to be received, and invoices that need review.
- 2A purchase order records what you requested. Distributor confirmation records the quantities confirmed by the supplier, and Expected shipments records what is due in each delivery.
- 3Post a receipt to add accepted goods to inventory. Posting an invoice records the bill separately and does not receive stock.
- 4Use Suppliers and Supplier products to save contacts, distributor SKUs, pack sizes, and costs for future orders.
Choose a task
- Add, edit, or deactivate a supplierSave a supplier’s contact information, account details, and purchasing terms.
- Link supplier products and compare sourcesLink a catalog product to a supplier’s SKU and ordering terms, then compare available suppliers for that product.
- Create a product while preparing a purchase orderAdd a product and its supplier details from Purchasing, including products that do not yet have an official barcode.
- Create or edit a purchase order draftChoose a supplier and receiving location, then add products, quantities, costs, and notes.
- Mark a purchase order ordered and record confirmed quantitiesPrint a supplier copy, record that the order was sent, and enter the quantities the distributor confirmed.
- Track an expected shipment and its manifestSave a delivery’s tracking information and the product quantities expected in that shipment.
- Receive a full or partial distributor deliveryReceive all or part of a purchase order. Record delivered, damaged or rejected quantities and add accepted stock to the receiving location.
- Review receipt history or void a mistaken receiptUndo a mistaken delivery receipt or an incorrect received quantity without deleting the purchase order.
- Cancel an order or close its remaining units shortCancel a purchase order or record that its remaining units will not arrive.
- Replace an internal barcode from a purchase orderAdd an official barcode or generate an internal one directly from a product’s purchase-order line.
- Record, post, and match a distributor invoiceEnter a distributor’s billed quantities and charges, then compare the invoice with the purchase order and receipts.
- Void or replace a posted distributor invoiceVoid an incorrect posted invoice and, if needed, create a corrected replacement while keeping the original record.
- Filter purchasing records and prepare a downloadFind purchasing records with filters and prepare a CSV, Excel workbook, or printable download.
Still stuck?
Open a support ticket. We’ll include this guide so you only need to explain what happened and where you got stuck.
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