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Inventory : Creating And Managing Central Buyer Purchase Orders

Article Contents: Learn how to set up, create, receive, and manage Purchase Orders (POs) in the Inventory Center so you can track vendor orders, update costs, and automatically update on-hand inventory.


Step-by-Step:

Step 1: Go to Settings → Inventory Center → Purchase Orders to open the PO list.

Step 2: Click New Purchase Order to start a new PO.



Step 3: Fill out the PO header details, including PO Date, Ship Date, Vendor, Receiver, optional Internal Comments, and a Status (use Initial for a draft, Issued when sent to the vendor, Partial/Back-ordered when some items are still outstanding, and Closed when everything is received).

Step 4: Add items to the PO by searching by item name or SKU, then enter the order quantity and unit cost for each line. Use item notes for variants (for example, size, color, or hand preference).


Step 5: Review the PO for accuracy, then Submit. The PO number will include your store identifier prefix automatically, and the system will send an email confirmation to the vendor upon saving/submission.


Step 6: When inventory arrives, open the PO from the list and click Receive.


Step 7: For each item, confirm the quantity received and unit cost, then enter receiving details like invoice date and any shipping costs (if applicable).

Step 8: Click Save to post the receiving transaction. On-hand quantities will increase automatically, item unit cost will update in the system, and the PO will update to Partial if anything is still unreceived or Closed once all items are fully received.




If the Purchase Order tab and Closed Purchase Order tab are not populating, check you permissions under Mange Roles.

Example Scenario:
Your organization uses central buying to keep vendor orders consistent across locations. The buyer creates a PO for a seasonal apparel restock, sets the status to Issued, and saves it so the vendor receives the confirmation. When the first shipment arrives, staff opens the PO and uses Receive to record the partial delivery, including any final unit cost adjustments from the invoice. Club Caddie automatically updates on-hand counts and item costs, and the PO stays in Partial until the remaining items arrive and are received.