Purchase Orders

PO Statuses

Each purchase order moves through a defined set of statuses:

PO List — Columns

Filter by Status

A dropdown filter above the PO list lets you view only POs with a specific status:

• All (default) — Shows all purchase orders
• Draft — Only draft POs
• Sent — Only sent POs
• Partially Received — Only partially received POs
• Received — Only fully received POs
• Cancelled — Only cancelled POs

Actions by Status

Available actions change based on the PO's current status:

Action Details

• View/Edit — Opens the PO in edit modal. Available for all statuses.
• Send — Marks the PO as sent to the supplier. Only available for Draft POs. Once sent, the PO can no longer be edited (only received or downloaded).
• Receive — Records an incoming shipment. Available for Sent and Partially Received POs. Opens the Receive modal where you can enter received quantities per line item.
• Download JSON — Exports the full PO as a JSON file. Available for all non-Draft, non-Cancelled POs.
• Download CSV — Exports PO line items as a CSV file. Available for all non-Draft, non-Cancelled POs.

PO View/Edit Modal

Clicking View/Edit on any PO opens a modal with full editing capabilities:

Header Fields

Line Items

Each line item shows:

Adding / Removing Items

• Add Item — Click "Add Item" button to add a new product to the PO. Only available in Draft state.
• Remove Item — Click the remove button on a line item to delete it from the PO. Only available in Draft state.
• When you change the supplier, all line items update to reflect the new supplier's costs and lead times for those SKUs.

Landed Cost

Additional costs can be added to the PO to reflect the true cost of goods:

Landed cost is added to the item subtotal to produce the Total value shown in the PO list. Landed cost is editable in Draft and Sent states.

Validation Rules

Download Formats

JSON (Full PO)

Exports the complete purchase order as a structured JSON file:

{
  "po_number": "PO-2024-001",
  "status": "Sent",
  "date": "2024-01-15",
  "supplier": {
    "id": 12,
    "name": "TechParts Co."
  },
  "line_items": [
    {
      "sku": "SPK-RED-001",
      "product": "Bluetooth Speaker - Red",
      "quantity": 100,
      "unit_cost": 12.50,
      "line_total": 1250.00,
      "lead_time_days": 14,
      "received_qty": 0
    }
  ],
  "landed_cost": {
    "freight": 50.00,
    "duty": 25.00,
    "handling": 15.00
  },
  "subtotal": 1250.00,
  "total": 1340.00,
  "delivery_date": "2024-01-29",
  "notes": "Rush order for restock"
}

CSV (Line Items)

Exports only the line items as a flat CSV file for spreadsheet import:

SKU,Product,Quantity,Unit Cost,Line Total,Lead Time (days),Received Qty
SPK-RED-001,Bluetooth Speaker - Red,100,12.50,1250.00,14,0
CABLE-USB-C,USB-C Cable - 2m,200,3.75,750.00,10,0

Lead Time per Line Item

Each line item displays the SKU-specific lead time (in days) from the assigned supplier. Lead times are set at the supplier-product level and are shown:

• In the PO edit modal, next to each line item
• In the JSON download, per line item
• In the CSV download, as a "Lead Time (days)" column

When the supplier is changed on a PO, all line items update their lead times to match the new supplier's lead times for those SKUs. If the new supplier does not carry a SKU, the lead time shows as N/A and the line item is flagged.

Data Sources