Purchase Orders

Purchase orders (POs) are the core of StockrHub’s procurement workflow. They let you order inventory from suppliers, track what has been received, and keep a complete audit trail of every purchase.

PO Lifecycle

Every purchase order moves through a defined set of statuses:

1. Draft — The PO has been created but not yet sent to the supplier. You can freely edit line items, quantities, and costs.
2. Sent — The PO has been emailed to the supplier. It is now locked from major edits.
3. Partial — Some line items have been received, but the order is not yet complete.
4. Received — All line items have been fully received and inventory has been adjusted.
5. Closed — The PO is finalized. No further receiving is expected.

Note

Once a PO moves to Sent, you cannot add or remove line items. Make sure your order is complete before sending.

Creating Purchase Orders

Manual Creation

1. Navigate to Purchase Orders and click Create PO.
2. Select a supplier from the dropdown.
3. Add line items by searching for products by SKU or name.
4. Set the quantity and unit cost for each item.
5. Choose the fulfillment method and, for standard inbound POs, optionally choose a saved Ship To company address.
6. Add optional notes and payment terms.
7. Save as draft or send immediately.

Saved ship-to addresses come from Settings -> Setup -> Company Addresses. This is where you keep reusable destinations such as your warehouse, office, return address, UPS box, or freight forwarders.

Auto-Generated from Reorder Rules

StockrHub can automatically generate draft POs based on your reorder rules and demand forecasting. When a product’s stock level drops below its reorder point, the system creates a suggested PO grouped by preferred supplier.

1. Go to Demand Forecasting to review reorder suggestions.
2. Click Create PO from Suggestions to generate a draft PO pre-filled with the recommended items and quantities.
3. Review and adjust the draft before sending.

Tip

Set up reorder rules and preferred suppliers for your products to get the most out of auto-generated POs. This dramatically reduces manual procurement work.

Dropship POs from Shopify Orders

For items you dropship directly from a supplier, StockrHub can create a PO linked to a specific Shopify order:

1. Open a Shopify order containing dropship items.
2. Use the Create Dropship PO action to generate a PO for the supplier.
3. The PO will reference the original Shopify order number for traceability.

Line Items

Each PO line item includes:

• Product / Variant — The specific SKU being ordered.
• Quantity — Number of units to order.
• Unit Cost — Cost per unit (pulled from supplier pricing rules or entered manually).
• Total — Automatically calculated (quantity x unit cost).

PO Number Generation

PO numbers are auto-generated sequentially. You can configure a prefix (e.g., PO-, FR-) in the settings to match your internal numbering scheme.

Setting	Example Output
Prefix: PO-	PO-0001, PO-0002, PO-0003
Prefix: FR-	FR-0001, FR-0002, FR-0003

Sending POs via Email

When you mark a PO as Sent, StockrHub emails a PDF copy of the purchase order to the supplier’s contact email address. The PDF includes:

• Your company details
• Supplier name and address
• All line items with SKUs, quantities, and costs
• Notes and payment terms
• PO number and date

Caution

Make sure your supplier has a valid email address configured before sending. If no email is set, the PO will be marked as sent but no email will be delivered.

Sending POs via Supplier API

Email, fax, phone, and manual workflows are still valid. API ordering is an additional submission step after the PO is created.

For supported suppliers, the PO detail page can now show an API Ordering section plus an Order via … action.

Current live connectors:

• Turn14
• Motorstate
• Parts Authority / IMC

Current rules:

• standard inbound POs only
• saved ship-to address required on the PO
• submission runs asynchronously through the queue-backed ordering job
• successful vendor responses are written back to the PO as confirmation details
• Turn14 line items use the supplier item id in Part #
• Motorstate line items use the vendor part number in Part #
• Parts Authority / IMC line items use LINECODE_PARTNUMBER in Part #

This keeps API ordering in the same place as email-based ordering instead of creating a separate workflow.

Receiving Inventory

When stock arrives from a supplier, you receive it against the PO:

Full Receive

1. Open the PO and click Receive.
2. Confirm that all quantities match.
3. Click Receive All to mark every line item as fully received.
4. Shopify inventory levels are updated automatically.

Partial Receive

1. Open the PO and click Receive.
2. Enter the actual quantity received for each line item.
3. Click Receive to record the partial shipment.
4. The PO moves to Partial status until all items are accounted for.
5. Repeat as additional shipments arrive.

Tip

During partial receiving, StockrHub tracks the remaining quantity for each line item so you always know what is still outstanding.

Notes and Terms

Every PO has two free-text fields:

• Notes — Internal notes or special instructions for the supplier (printed on the PDF).
• Payment Terms — Terms such as “Net 30”, “COD”, or “Prepaid” (also printed on the PDF).

Payment Tracking

Purchase orders can also track how a supplier invoice will be paid or was paid.

On the PO detail page, Stockr supports:

• Paid / Unpaid status
• Invoice #
• Paid Via payment method
• Account selection from Settings -> Setup -> Accounts

That lets your team record the exact card or bank account that was planned for the PO before payment, or confirm the actual account used after the invoice is paid.

The account list is filtered by payment method so you only see relevant saved accounts for that payment method.

Shipping to Your Locations

For standard non-dropship purchase orders, StockrHub can store both:

• the fulfillment method (Ship, Delivery, Will-Call, or Arrange Pickup)
• the selected saved Ship To company address

This is useful when different POs need to go to different internal destinations such as:

• main warehouse
• office
• return address
• freight forwarder
• mailbox / UPS box

The PO stores both the selected saved address id and a shipping-address snapshot so the document still reflects the intended destination even if the saved address is edited later.

Imported Stocky Purchase Orders

Stockr can import open Stocky purchase orders from Settings -> Setup -> Stocky Import.

Imported Stocky POs are treated as archival records:

• clearly marked as imported in the PO register and detail page
• safe to open and review
• blocked from normal edit/send/status/payment/receive actions
• refreshable on rerun by Stocky external id
• enriched from Shopify by exact SKU when Stocky leaves title, vendor, manufacturer part number, or cost incomplete

If one of those imported POs still needs operational work inside Stockr, use Duplicate as Stockr PO. That creates a new editable local draft and carries over only the remaining unreceived quantities so the local workflow starts cleanly.