Processing a Purchase Order

Once you have created a purchase order, there are a number of different ways you can process that Purchase Order (PO).

If you need help creating POs, we have a knowledge base for that here:

https://support.storefeeder.com/hc/en-gb/articles/360007790838--Creating-a-Purchase-Order

The actions you can take to process a purchase order depend on the status it's currently in.

Draft:

Amending a Purchase Order:

If your PO is still in 'Draft', then you can still add, remove and adjust the SKUs on the PO before it gets sent to your supplier. The process for this is very similar to the process for adding them to a PO when creating it. You just need to click the 'Add Products' or 'Delete Selected Products' buttons, or adjust the cartons ordered or units ordered and hit save:

View/Delete/Send to Supplier:

These options are a little more self-explanatory:

Send to Supplier: This will progress the PO to the point where the PO has been raised with the supplier, and they will receive an email to let them know this stock has been ordered.
View: Generates a printable copy of the PO document. The same as the one that would be emailed to the supplier.
Delete: This will remove the PO from StoreFeeder.

Send To Supplier:

Once a PO in 'Draft' has been 'Sent to Supplier', we will email the supplier and update the PO to this status.

You cannot edit the ordered products directly anymore, but you can do the following:

Change Purchase Order Status:

There are 3 statuses you can change a purchase order in this status to:

Awaiting Confirmation
Confirmed by Supplier
Complete

Awaiting Confirmation and Confirmed by Supplier are used to help track the status of the PO while it is outside of your system. You don't need to update POs as and when the suppliers update you, but this can be very useful in knowing what you ordered and when you can expect it to arrive.

Complete is the status that checking in a delivery will set a PO to. When a PO is completed, you will be able to write off any stock that you need to, and the rest will be added into StoreFeeder into your default stock location for that SKU in that Warehouse.

Reset Purchase Order Status:

This will allow you to revert the PO to 'Draft' if you need to make more robust changes than Amending will allow.

Amend Purchase Order:

This will allow you to adjust the order lines already on the PO. You cannot add new lines or increase the amount ordered. Any adjustments made won't be passed on to the supplier.

Awaiting ConfirmationConfirmed By Supplier:

These are optional statuses in the flow of processing POs. Typically, they will move from Draft to Sent to Supplier to Part Complete/Complete. If you would like some greater detail on the PO processes, you can use these 2 statuses to track your POs status while it's outside the system.

Complete/Part Complete:

This is the final status for your PO. This is the one after the PO has been booked in. For more information on how to book a delivery, we have a knowledge base that provides a detailed guide on this process:

https://support.storefeeder.com/hc/en-gb/articles/360007791298--Booking-in-a-Delivery

Once completed, you have access to another document under the 'View' option, the Goods Received report. This will produce a document that will detail what you ordered vs what arrived. In the case of Part Complete POs, this will let you know what is yet to arrive and what has been written off.