Updated
A Purchase Order Guide for Shopify Merchants
A useful purchase order process makes each handoff clear: what you intend to buy, what the supplier accepted, and what actually arrived.
Start with a complete draft
Record the supplier, receiving location or customer destination, SKU, quantity, unit cost, currency, and relevant delivery instructions. A consistent PO number gives everyone a reference for questions and follow-up.
Review the draft against stock already on order and any linked customer demand. A supplier’s current stock or quote is a point-in-time response; check important details before you submit.
Keep supplier acceptance separate
Saving a draft does not mean the supplier has accepted an order. After emailing or submitting through an API, review the result and record the supplier’s order reference. If a request times out, first check whether the supplier accepted it. Repeating the request blindly can create a second order.
Cancelling a record in StockrHub does not cancel an accepted supplier order. Confirm the cancellation with the supplier before replacing it. Keep the original references and activity available for the next person reviewing the order.
Receive what actually arrived
Compare the shipment with the PO and record the quantities received. Keep outstanding quantities visible when a delivery is partial, and investigate substitutions or damage before applying inventory changes.
Confirm the receiving location. Warehouse receiving and dropship fulfillment serve different purposes: goods sent directly to a customer should not also increase stock in your warehouse. See the receiving guide for StockrHub’s workflow.
Choose the workflow that fits your store
Shopify supports native purchase orders in the admin. Its purchase order guide explains creating and managing them. StockrHub provides its own purchasing records and supplier workflows; do not assume the two systems share the same PO records or statuses.
Before a pilot, decide which system your team will use for each step and how you will avoid duplicate orders. Use a small, agreed test with known products and a clear receiving destination.
Review open work regularly
- Check accepted orders with no shipment or delivery update.
- Review partial receipts and decide how to handle the remaining balance.
- Investigate uncertain submission results before retrying.
- Keep supplier references, notes, and any cancellation confirmation with the PO.
Start with StockrHub’s purchase order guide for the current screens and actions.