Managing purchase orders

Beyond the create-send-receive flow, a few actions help you keep your purchase orders tidy and track them the way your business works. Most live under More actions on an order.

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Duplicate

Duplicate creates a new draft with the same lines, costs and details - handy for a repeat order or a template you place regularly. The copy is a fresh draft with its own reference number.

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Editing an order you’ve sent

An Ordered purchase order stays editable: choose Edit on the order to change quantities, add or remove products, or update dates and notes. Save, and any Shopify transfer behind the order is brought back into line with it. Two limits apply, both because the units in question already exist:

• A quantity can’t drop below what’s already on a shipment or received. Stockful says which product is holding it and how many units.
• The supplier and destination are fixed once the order has a transfer in Shopify. They’re part of that transfer, so changing them would leave the order pointing at one warehouse while the stock travelled to another.

Raising a quantity is always fine, and the extra units become available to put on a shipment.

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Move back to draft

Sent an order by mistake? Move back to draft returns an Ordered purchase order to Draft so you can change it and send it again. It’s available while nothing has been received against the order. Any shipments stay with the order and their units keep travelling - a shipment that’s on its way can’t be un-sent, so Stockful keeps its record of it rather than pretending it never left. Send the order again and the shipment is still there. The order date and payment due date are cleared, so any payment terms start again from the day you send it.

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Cancel

Cancel purchase order calls off an order you’ve placed but that won’t be fulfilled. It moves to Cancelled and its units stop counting as incoming. Use this rather than deleting when you want a record that the order existed. Cancel applies to orders you’ve already sent. A draft nobody has seen is deleted instead.

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Archive

Archive hides an order from the status tabs to keep the list focused - archived orders only appear under the All tab, and you can unarchive at any time. Archiving is purely cosmetic; it doesn’t change anything about the order.

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Delete

A draft can be deleted outright, from the button beside More actions. Once an order has been sent to a supplier it’s cancelled or closed rather than deleted, so the record and its cost history stay intact.

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Payment

Each order tracks a payment due date, and you can mark it Paid once you’ve settled with the supplier - so the list doubles as a simple view of what you still owe.

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Tags

Tags let you group orders however you like - by season, buyer, warehouse, priority. Find or create tags on the order, then filter and search the list by them.