Catalogue
Purchase Orders
Raise POs, track delivery status, and automatically update stock when orders are received.
Creating a purchase order
- Go to Purchase Orders in the sidebar.
- Click New purchase order.
- Select a Supplierfrom the dropdown. The supplier's contact details and payment terms are populated automatically.
- Optionally set an Expected delivery date. This is used to calculate whether the supplier delivered on time in the Supplier performance report.
- Add line items (see below).
- Click Save as draft to save without sending, or Send to supplierto mark the PO as sent.
Adding line items
Each line item represents a product (or variant) you are ordering. Click Add line itemto open the product search. Start typing a product name, SKU, or barcode to find the product.
For each line item you can set:
- Quantity— how many units to order. Salync shows a warning if the quantity is below the supplier's MOQ.
- Unit cost— the price per unit from the supplier. Pre-filled from the product's cost price but can be overridden for this specific PO (for example, if you have a special bulk price).
- Supplier reference— the supplier's own product code or catalogue number. Pre-filled from the product's supplier reference if set.
The PO total is calculated automatically and displayed at the bottom of the line item table.
Purchase order statuses
A PO moves through the following statuses during its lifecycle:
| Status | Meaning | Can edit? |
|---|---|---|
| Draft | PO created but not yet sent. Line items can be edited freely. | Yes |
| Sent | PO sent to the supplier (by email or manually). Awaiting confirmation. | Yes |
| Confirmed | Supplier has acknowledged the order and confirmed they can fulfil it. | Yes |
| In transit | Goods have been dispatched by the supplier and are on their way. | No |
| Received | All line items have been received into stock. PO is closed. | No |
| Cancelled | PO was cancelled before receipt. No stock was added. | No |
Transitions between statuses are triggered by buttons on the PO detail page. The typical flow is:
- Create PO → status:
Draft - Click Mark as sent → status:
Sent - Click Mark as confirmed (once supplier acknowledges) →
Confirmed - Click Mark as in transit (once supplier dispatches) →
In transit - Click Receive stock →
Received
You can skip statuses if needed — for example, you can go from Sent directly to receiving stock.
Receiving stock
When your delivery arrives, open the PO and click Receive stock. A receive panel opens showing each line item with its ordered quantity and a field for the received quantity.
By default, all quantities are pre-filled to match what was ordered. If the supplier delivers a different quantity (short delivery or over-delivery), change the received quantity for that line item.
Click Confirm receipt when done.
How stock updates automatically
When you confirm receipt, Salync creates a PO receipt stock adjustment for each line item, increasing stock by the received quantity. The adjustments are linked to the PO so you can trace any stock movement back to its source order.
If some line items are received and others are not (partial delivery), you can mark the PO as partially received. Salync will update stock only for the items received. You can come back and receive the remaining items when the back-order arrives.
Sending a PO by email
From the PO detail page, click Send to supplierto send the PO as a formatted PDF by email. Salync uses the supplier's email address on file. You can preview the email and edit the message before sending.
The PDF includes your workspace name and address (from Settings → Workspace), the supplier's address, all line items, totals, and your reference number.
Cancelling a PO
To cancel a PO, click Cancel order at the bottom of the PO detail page. Cancelled POs are retained in your history but no stock is added. You cannot cancel a PO that has already been fully received.