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There are two ways to start a purchase order: let Stockful build one from your reorder recommendations, or create an empty one and add products yourself. Either way you end up on the same editor, and nothing changes your inventory until you receive stock against the order.

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From a reorder recommendation

This is the quickest route. On the Reorder recommendations page, Stockful groups what to buy by supplier and works out the quantities from velocity, lead time and safety stock. Choose the supplier’s buy list and create the order - the lines, quantities and costs are pre-filled, ready for you to review.

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From scratch

Click Create purchase order on the Purchase orders page. Then:
  1. Choose a supplier - select an existing supplier or create one inline. The supplier sets the order’s currency and payment terms, and unlocks that supplier’s price list for costing.
  2. Set the destination - the location the stock will arrive at. You’ll need this before you can log a shipment.
  3. Add products (see below).
  4. Review the details and costs, then Save.
The order is saved as a Draft with a reference number assigned (for example PO-1001). Drafts are fully editable and haven’t touched your stock.

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Adding products

Two ways to add line items:
  • Search - type a product name, SKU or barcode and pick from the results.
  • Import - upload a CSV with a SKU or barcode column, plus optional quantity and cost. Headings are detected automatically and a template is available in the dialog. After upload, each row is checked and flagged as Ready, Not found, Duplicate, Already added or No quantity, so you can fix or untick rows before adding the rest.
For each line you set the quantity and a cost. The cost source decides where the cost comes from:
  • Price list - the cost from this supplier’s price list.
  • Cost per item - the cost set on the product itself.
  • Custom cost - a one-off cost used for this order only.
If a product has a pack size set for the supplier, the line shows Pack of N and rounds the quantity to whole packs.
When you add products, anything outside the selected supplier’s vendors is skipped - a purchase order is for one supplier’s goods.

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Order details

Open Purchase order details to set:
  • Reference number - assigned automatically (PO-1001), editable to match your own numbering.
  • Note to supplier - free text that prints on the PDF and emailed order.
  • Expected arrival - the overall date you expect the order. Individual shipments carry their own arrival dates.
  • Supplier currency and exchange rate - when the supplier’s currency differs from your store’s, Stockful fetches the day’s rate and converts totals to your currency. The rate is editable, or enter it manually if automatic rates aren’t configured.
  • Tags - find or create tags to organise your orders.

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Costs on the order

The Cost summary shows the order subtotal, any adjustments (shipping, duties, fees), taxes and the total - with a converted total in your store currency when the supplier bills in another. Adjustments are where shipping and landed-cost extras go; see costs and landed cost for how they flow into your margins.
For suppliers you’ve ordered from before, costs come straight from their price list, so a repeat order is mostly quantities.