Creating a Purchase Order

Purchase orders (POs) are the core workflow in StockrHub for procuring inventory from your suppliers. This guide walks you through creating a PO from scratch, adding line items, and sending it to your supplier.

Before You Begin

Make sure you have at least one supplier set up in StockrHub. If you haven’t added suppliers yet, navigate to Suppliers and create one first.

Step-by-Step Guide

1. Navigate to Purchase Orders

From the StockrHub dashboard, click Purchase Orders in the left sidebar, then click the New PO button in the top-right corner.

2. Select a Supplier

Choose the supplier you want to order from using the supplier dropdown. The supplier’s contact details, payment terms, and default lead time will be populated automatically.

Tip

If you frequently order from the same supplier, their most recent PO details can serve as a reference for pricing and quantities.

3. Add Line Items

Add products to your purchase order:

1. Use the search bar to find products by name or SKU.
2. Select a product from the search results to add it as a line item.
3. Set the quantity you want to order.
4. Confirm or adjust the cost price per unit.
5. Repeat for each product you need to order.

Note

Cost prices are automatically populated from your item pricing rules when available. You can override these values on a per-line-item basis if needed.

4. Review Totals

The PO summary updates in real time as you add and modify line items. Review the following before proceeding:

• Subtotal — sum of all line item costs
• Tax — if applicable based on supplier settings
• Total — final order amount
• Line item count — number of distinct products

5. Add Notes and Terms

Use the optional fields to include:

• Internal notes — visible only to your team (e.g., “Rush order for weekend sale”)
• Supplier notes — included on the PO sent to the supplier
• Payment terms — defaults from supplier settings but can be overridden per PO

6. Save as Draft

Click Save Draft to save the purchase order without sending it. Draft POs can be edited freely before they are sent. StockrHub automatically generates a unique PO number (e.g., PO-00042) that you cannot change after creation.

7. Preview the PDF

Click Preview PDF to see exactly what your supplier will receive. The PDF includes:

• Your store details and the supplier’s contact information
• All line items with SKU, description, quantity, and cost
• Totals and payment terms
• Any supplier-facing notes

Review the PDF carefully to ensure all details are correct.

8. Send to Supplier

When you are satisfied with the PO, click Send. This will:

1. Email the PO as a PDF attachment to the supplier’s contact email address.
2. Change the PO status from Draft to Sent.
3. Record the sent timestamp for tracking purposes.

Caution

Once a PO is sent, you cannot edit the line items. If you need to make changes, you will need to cancel the PO and create a new one.

Tips

• Auto-generated PO numbers: StockrHub assigns sequential PO numbers automatically. These are unique across your store and cannot be duplicated.
• Cost price rules: Set up item pricing rules under supplier settings so that cost prices are pre-filled when you add line items. This saves time and reduces errors.
• Bulk ordering: If you have reorder suggestions on the dashboard, you can generate a PO directly from those suggestions rather than building one manually. See the Reorder Rules guide for more details.
• Multiple suppliers: Each PO is tied to a single supplier. If you need to order the same product from different suppliers, create separate POs for each.