Create Purchase Order
Table of Contents
- 1. Features — Select merchant / Basic info / Item details / Adjustments / Amount summary / Submit
- 2. FAQ — 7 questions + notices
- 3. Related Features
1. Features
Create a purchase order for a merchant, recording this inbound purchase placed with a supplier: the supplier, which products to bring in, and the quantity and unit price of each. After submission the order is created in "Draft" status; you can keep editing it and submit for review once it's correct. A single order can contain multiple items and can include adjustments such as discounts or surcharges.
Quick jump: Select merchant ｜ Basic info ｜ Item details ｜ Adjustments ｜ Amount summary ｜ Submit
1.1 Select Merchant
When you open Create Purchase Order, you'll first be asked to choose which merchant this order belongs to. An order can belong to only one merchant; once chosen, the suppliers and products in the form are limited to that merchant. If you handle only a single merchant, the system fills it in automatically and you don't need to pick.
1.2 Basic Info
Fields marked with * are required
| Field | How to fill | Notes |
|---|---|---|
| *PO Number | Enter this order's number | Must be unique within the same merchant; click "Suggest Name" to have the system generate a unique number |
| *Supplier | Select a supplier from the list | Once selected, the supplier's default currency and tax rate are filled in; if a supplier isn't found, the hint links you straight to creating one |
| Currency | Choose the purchasing currency | Defaults to the supplier's default currency; can be changed manually |
| Tax Rate | Enter the tax rate percentage (e.g. 5 means 5%) | Defaults to the supplier's default tax rate; affects tax and total calculation |
| Tax Included | Check to indicate the entered unit prices are "tax-inclusive" | Affects how tax is calculated, see Amount summary |
| Expected Delivery Date | Choose the expected arrival date agreed with the supplier | Optional; click "Today" to quickly set today |
| Note | Enter a note for this order | Optional |
1.3 Item Details
In the "Items" section, add the products to purchase — at least one is required. Each line needs:
Fields marked with * are required
| Field | How to fill | Notes |
|---|---|---|
| *Product | Search by product SKU or name, then select | Only products under the current merchant can be selected |
| *Quantity | Enter the purchase quantity | Must be greater than 0 |
| *Unit Price | Enter the unit price | Cannot be negative |
| Amount | Calculated automatically as "quantity × unit price" | Read-only, no input needed |
| Note | Enter a note for this line | Optional |
Click "Add Item" to add another line and purchase multiple products.
1.4 Adjustments
"Adjustments" record add/subtract items beyond line amounts, such as shipping fees or an order-wide discount. Each entry needs a "Description" and an "Amount" — enter a negative number for a discount, a positive number for a surcharge. This section is optional; leave it empty if there are no adjustments.
1.5 Amount Summary
As you fill in items and adjustments, the "Amount Summary" below recalculates in real time:
| Item | Description |
|---|---|
| Items Subtotal | Sum of each line (quantity × unit price) |
| Adjustments Total | Sum of adjustments (discounts negative, surcharges positive) |
| Subtotal | Pre-tax subtotal = item subtotal + adjustments total |
| Tax | Tax calculated per the tax-inclusive setting |
| Total | Purchase total |
Tax is calculated differently depending on the "Tax Included" setting:
- Tax-inclusive (checked): tax = subtotal − subtotal ÷ (1 + tax rate), total = subtotal
- Tax-exclusive (unchecked): tax = subtotal × tax rate, total = subtotal + tax
1.6 Submit
When done, choose one of two ways to submit:
- Create: Creates the order and opens its Purchase Order Detail.
- Save and Add Another: Creates it and clears the form, making it easy to create several orders for the same merchant in a row.
After submission the order is created in "Draft" status, not yet in the review flow; you can still keep editing or submit it.
2. FAQ
2.1 FAQ
▪ Will creating a purchase order notify the supplier or deduct stock?
No. Creating a purchase order only records what you intend to purchase from the supplier; its status is draft, it doesn't notify the supplier automatically, and it doesn't affect stock. Stock increases only after the goods actually arrive and you create a linked inbound to receive them.
▪ Why do I have to pick a merchant first?
An order can belong to only one merchant, and suppliers and products are maintained separately per merchant. Picking the merchant first lets the form correctly load that merchant's supplier and product lists. With only a single merchant, the system fills it in automatically.
▪ What if I can't find a supplier in the dropdown?
It means this merchant has no suppliers created yet. The supplier field's hint provides a "Create Supplier" link — create a supplier first, then come back to place the order.
▪ Why are the currency and tax rate filled in automatically?
After you select a supplier, the system applies that supplier's default currency and default tax rate, saving manual input each time. Both can be adjusted manually for this specific order.
▪ Should the adjustment amount be positive or negative?
Enter a negative number for a discount (which lowers the total) and a positive number for a surcharge/shipping fee (which raises it). The adjustments total is folded into the pre-tax subtotal when calculating tax and total.
▪ What's the difference between checking "Tax Included" or not?
Checking it means the unit prices you entered already include tax, and the system derives the tax from the tax-inclusive amount (total = subtotal); leaving it unchecked means prices are pre-tax and the system adds tax on top (total = subtotal + tax). See Amount summary.
▪ Is the expected delivery date required?
No, it's optional. But filling it in is recommended, so you can later filter by delivery date on the Purchase Order List and track overdue deliveries.
2.2 Notices
⚠️ Important
- Purchase order numbers must be unique within the same merchant; duplicates can't be saved
- At least one item is required to create an order
- After creation it's still a draft and editable; entering the review flow requires a manual submit on the detail page
💡 Tip: To create several orders for the same merchant at once, "Save and Add Another" clears the form after saving so you can keep going without re-entering this page.
3. Related Features
| Feature | Description | Link |
|---|---|---|
| Purchase Order List | View and track all purchase orders | Go |
| Purchase Order Detail | Submit, approve, create inbounds, and close | Go |
| Edit Purchase Order | Edit a purchase order still in draft status | Go |