How to create a purchase order

Owned by Aurora Bui
Last updated: Jun 06, 2024
4 min read

To create purchase orders, please make sure you have added suppliers in Manage Suppliers first.

Step 1: Generate a purchase order

Go to the Purchase Orders page → Click on Create purchase order button

image-20240605-112441.png

Next, add the required fields before clicking on the Prepare product list button

image-20240605-113334.png

Supplier

  • Show the list of available supplier names in your app

Destination

  • Show the location names that are stored in Shopify settings → Locations

  • This will also be the warehouse to receive inventory for each purchase order.

Payment term (optional)

  • List the available payment terms to add information for your purchase order

    • None

    • Payment in receipt

    • Payment in advance

    • Cash on delivery

    • Cash 7

    • Cash 15

    • Cash 30

    • Cash 45

    • Cash 60

Supplier currency

  • Select the currency to match your supplier’s one.

  • By default, this field will select your store currency.

Currency exchange rate

  • Define the rate of converting POs amount between your store currency and supplier currency

  • Formula is 1 {store currency} = y {supplier currency}, so define the value of “y” here

  • By default the rate amount = 1

Estimated arrival date

  • Select the date of arriving your items here to match the information of your actual PO

Shipping carrier

  • Select the shipping carrier to match your actual PO

    • By default, show 4 shipping carrier: DHL, FedEx, UPS, USPS

    • You can add new shipping carriers here or in Settings page

Tracking number

  • Fill in the tracking number to match your actual PO

Reference number

  • Fill in the reference number to match your actual PO

Note to supplier

  • Add note to remind your supplier here

Once fill in with valid content, click on Prepare product list button

Step 2: Add products to the purchase order

After preparing products list, the PO will show Products section

  1. Select products manually

Click on Add products button, and select products from the available list that is added to the current supplier. (How to add products to supplier product list manually)

  1. Import products file

Click on Import products button, and import products that match the available list that is added to the current supplier. (How to import products to supplier product list manually)

You can click on Download sample CSV button in this popup to export the products list of that supplier or make changes before importing into the PO.

This file requires the Variant ID value, which was randomly created for each product variant right after they are added into this supplier.

  1. Scan product barcodes

You can either scan or type the barcodes manually in this field to find products and auto-add them to that PO.

The products will be added automatically to the purchase order. You can further edit the

  • Order quantity

  • Cost

  • Tax

for each product variant line keep the information of the supplier products.

Step 3: Mark as ordered

Once you define all the necessary information for the PO, click on Mark as ordered button to convert it into an In-progress PO

Click on the Accept and Save button in the above Confirmation popup. Then the Draft PO will be converted into an In-progress PO.

Now you can take further actions to process this PO.