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Once a draft is ready, you place the order and get it to your supplier. Marking it ordered is what tells Stockful the stock is on its way.
Sending a purchase order to the supplier by email

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Mark as ordered

Click Mark as ordered. The purchase order moves from Draft to Ordered, and its units start counting as incoming - so they’re netted out of future reorder recommendations and you’re not told to buy the same stock twice.
If the order is below the supplier’s minimum order value, Stockful warns you and shows how far short you are. You can add more or choose Order anyway.

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Export a PDF

Choose Export PDF to generate a clean purchase order document - your details, the supplier, the line items, costs and totals, and any note to the supplier. Use it to print the order or share it however you like. Where a product has a pack size, the quantity also shows the pack breakdown beneath it - 2135 with Rolls: 7 × 305 under it - so whoever counts the delivery doesn’t have to work it out. The priced quantity stays in single units, matching the unit cost and line total. Set what a pack is called with Pack unit on the supplier’s price list. An order is really two documents. Export PDF is the supplier’s copy: what you are buying and what it costs. The receiving copy is the sheet that goes to the bench with the boxes, for whoever unpacks them and prices them up. Choose Print receiving copy and you get the same order with three things the supplier’s copy does not carry:
  • Retail - what each product currently sells for.
  • Margin - what that leaves you at the cost on the order.
  • Internal notes - the note only your team sees, set in Purchase order details.
Those three never appear on the supplier’s copy, and never on the emailed order. That is deliberate rather than a setting: a switch left on is your margins going out to the people you buy from. A product with no price set shows blank in Retail and Margin rather than zero.

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Email it to your supplier

The PDF carries your logo and company name, the supplier’s address, a ship to block from the location receiving the order, and a bill to block from the billing address in Purchasing settings. Blocks with nothing to show are left off. Choose Send to supplier to email the order directly. You can set the To address, Subject and Message, and the purchase order PDF is attached. The supplier’s email is pre-filled when it’s on their record. The default subject and message - and the logo and company name on the PDF - come from Purchasing settings, along with the sender name your supplier sees and the address their reply goes to.
Marking an order as ordered and sending it are separate steps, so you can send first and mark it ordered once the supplier confirms - or the other way round. What matters for your incoming stock is the Ordered status.