Purchasing

Creating a purchase order

1. Go to Purchasing and click New purchase order.
2. Type or pick a supplier name (previously used suppliers autocomplete).
3. Pick the material or item you're ordering, the quantity, and the price per unit.
4. Optionally set a purchase unit and conversion rate if you buy in a different unit than you stock in — e.g. ordering yards but stocking meters.
5. Set an expected arrival date so overdue orders can be flagged.
6. Tick Outsourced if this order is contract manufacturing rather than a raw-material buy — it's labeled separately on the list so it's not confused with a normal material purchase.
7. Tick Save as draft if you're not ready to send it to the supplier yet.

Draft, Open, and Done

Purchase orders move through three views: Draft (not yet sent), Open (sent, not yet received or cancelled), and Done (received). An order only counts as Done once it's actually marked received — there's no separate "sent" step you need to track by hand.

Receiving an order

When goods arrive, click Mark received on the order. You can type a lot number for this receipt, or leave it blank and one is generated automatically (formatted like LOT-20260918-A1B2C3). Receiving:

• Adds the ordered quantity to stock at the relevant warehouse.
• Records the receipt against that lot number, so it shows up in the item's lot history — see Stock & traceability.

If a purchase order has multiple lines for the same lot number, receiving accumulates them into one lot rather than creating duplicates.

Overdue orders

An order shows in red with a warning icon on the Expected column once its expected arrival date has passed and it's still open (not received, not cancelled) — a quick way to see what's late without hunting through dates manually.

Filtering and columns

Every column header can be clicked to sort, and each has its own filter box in the row just below the header — filter by order number, supplier, status, or expected date without leaving the list. Use Clear filters to reset them all at once.