--- title: "Inventory : Creating And Managing Central Buyer Purchase Orders" description: Create purchase orders and receive vendor shipments in Club Caddie's Inventory Center so on-hand counts update automatically as stock arrives. --- [Skip to content](https://support.clubcaddie.com/inventory-purchase-orders-for-central-buyers#main-content) English Show submenu for translations [![CC fiserv. 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Enter your question and get step-by-step tips. - There are no suggestions because the search field is empty. 1. [Club Caddie](https://support.clubcaddie.com/?hsLang=en) 2. [Desktop: Settings](https://support.clubcaddie.com/desktop-settings?hsLang=en) 3. [Inventory Center](https://support.clubcaddie.com/desktop-settings?hsLang=en#inventory-center) September 18, 2026 # Inventory : Creating And Managing Central Buyer Purchase Orders ## Create and manage purchase orders centrally for multiple clubs ##### **Overview** The PO Buyer Module adds a purchase order system to your Inventory Center in the Desktop version of Club Caddie. Use it to create purchase orders (POs) for items you're ordering from a vendor, then receive that inventory against the PO when the shipment arrives. Inventory counts update automatically as you receive, so what's on the shelf always matches what's in the system. ##### **Before you start** - The items you're ordering need to already exist in Inventory Center. If you're ordering something new, create the SKU first. - Each item should have a vendor attached to it. When you build a PO, the item search only shows items tied to the vendor you selected, so set the vendor on each item first under Inventory Center → item → set Vendor → Update. - Your role needs the right permission to use this feature. Check **Settings → Manage Roles → POS Section → Inventory**. The relevant permissions are "Manage Purchase Orders" (create and edit POs), "Receive Inventory Through Purchase Orders" (receive against an existing PO), and "Receive Inventory Without Purchase Orders" (receive stock not tied to a PO). ##### **How to create a purchase order** **Step 1:** Go to **Settings → Inventory Center → Purchase Orders**. **Step 2:** Click **New Purchase Order** in the top right. **Step 3:** Fill out the PO details. Required fields are marked with a red asterisk: **PO Number**, **PO Date**, **Vendor**, **Status**, and **Inventory Search**. You can also fill in optional fields like Store, Ship Date, Email Receipt, and Comments. The **Status** field typically defaults to **Open** for a new PO; other values you may encounter include **Partial** (some items received), **BackOrdered**, and **Closed** (fully received). **Step 4:** Add the items you're ordering. You can use the **ADD** button after the Inventory Search, or the **ADD ITEM** button. For each line item, enter the Ordered Qty and the Ordered Unit Cost. **Step 5:** Click **Submit** to save the PO. ![Purchase Orders list under Settings, Inventory Center](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Dec-18-2025-06-50-02-0048-PM.png?width=670&name=image-png-Dec-18-2025-06-50-02-0048-PM.png) ![New Purchase Order button on the PO list](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Dec-18-2025-06-51-08-8109-PM.png?width=670&name=image-png-Dec-18-2025-06-51-08-8109-PM.png) ![Purchase order header details including PO Date, Vendor and Status](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Dec-18-2025-06-57-30-7347-PM.png?width=670&name=image-png-Dec-18-2025-06-57-30-7347-PM.png) ![Adding items to the purchase order with quantity and unit cost](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Dec-18-2025-06-59-37-0492-PM.png?width=670&name=image-png-Dec-18-2025-06-59-37-0492-PM.png) ![Submitting the completed purchase order](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Dec-18-2025-07-00-24-1701-PM.png?width=670&name=image-png-Dec-18-2025-07-00-24-1701-PM.png) A couple of things happen when you submit. The PO number automatically picks up your store identifier as a prefix, and an email confirmation goes out to the vendor. ##### **How to receive inventory against a PO** **Step 1:** Go to **Settings → Inventory Center → Purchase Orders**. **Step 2:** Find the PO that matches the shipment that arrived. **Step 3:** Open the Action menu on that PO row and choose **Receive Inventory**. **Step 4:** In the Receive Inventory popup, fill in the header details like Invoice Number and Invoice Date. The Vendor and PO Number fill in automatically from the PO. **Step 5:** For each item, enter the **Received Qty**. If you track margins, be aware that any Shipping Cost you enter is distributed into the item's net cost, which affects your margin calculations. **Step 6:** Click **Submit**. Your inventory counts update automatically. ![Receive action opened from the purchase order list](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Dec-18-2025-07-01-34-9029-PM.png?width=670&name=image-png-Dec-18-2025-07-01-34-9029-PM.png) ![Receive Inventory popup with quantity received and unit cost](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Dec-18-2025-07-03-51-0610-PM.png?width=670&name=image-png-Dec-18-2025-07-03-51-0610-PM.png) ![Saving the receiving transaction so on-hand quantities update](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Dec-18-2025-07-09-43-3567-PM.png?width=670&name=image-png-Dec-18-2025-07-09-43-3567-PM.png) You can also print a label from this screen using the **Print Label** button. ##### **Receiving a shipment in more than one delivery** If only part of your order arrives, enter the **Received Qty** for what you got and submit. The PO stays open so you can receive the rest later. Each time you receive, the "Allready Received Qty" column adds up your cumulative receipts and the Remaining Qty recalculates. You can run as many receive cycles as you need until the order is complete. Once everything is fully received, the PO moves to the **Closed Purchase Orders** sub-tab. ##### **Finding your POs** The Purchase Orders tab has three sub-tabs: **Purchase Orders**, **Vendor List**, and **Closed Purchase Orders**. The **Purchase Orders** sub-tab lists all open and in-progress POs. The **Vendor List** sub-tab shows the vendors configured in your system. The **Closed Purchase Orders** sub-tab gives you a history of fully received orders, with date filters for Day, Week, Month, Year, or a custom range, plus a vendor search. ##### **Notes** - These steps are for the Desktop version of Club Caddie. Purchase Orders in the Browser version of Inventory Center are covered separately. - You can import your vendor list, but you can't import purchase orders themselves. POs have to be created inside Club Caddie. - To edit an existing PO, return to **Settings → Inventory Center → Purchase Orders**, locate the PO, and select it from the Action menu. Note that editing a PO after inventory has already been received against it may affect your receiving records — contact Club Caddie support if you're unsure. ##### **Common questions** **A PO still shows Partial or BackOrdered after the full shipment arrived. Did my receipt post?** Yes. The receiving transaction posts independently of the PO status, so your inventory counts are already correct — there is no need to receive the shipment a second time. Reach out to support and they can reconcile the PO status for you. **I don't see Purchase Orders in my Inventory Center. Why not?** This is controlled by permissions. Check your role under Settings → Manage Roles → POS Section → Inventory and make sure the purchase order permissions are enabled. 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