--- id: "purchase-orders" lang: "en" title: "Order from a supplier and receive it" summary: "Raise a purchase order, split each line across your shops, and receive it when the goods arrive. Receiving is what adds the stock." area: "Stock & products" kind: "task" url: "https://zeropos.shop/help/purchase-orders" alternate: "https://zeropos.shop/help/purchase-orders?lang=es" markdown: "https://zeropos.shop/help/md/en/purchase-orders.md" screens: ["/backoffice/inventory/orders","/backoffice/inventory/suppliers","/backoffice/inventory/reorder"] where_to_find: ["BACKOFFICE › Inventory › Orders","BACKOFFICE › Inventory › Suppliers","BACKOFFICE › Inventory › Reorder"] related: ["products-and-stock","adjust-stock","simple-or-expert","cash-and-bank-accounts","regions-and-shops"] updated: "2026-10-11" --- # Order from a supplier and receive it Raise a purchase order, split each line across your shops, and receive it when the goods arrive. Receiving is what adds the stock. Orders keep the paperwork of buying stock: who you ordered from, what, for which shops and at what cost. Stock only changes when you receive the order. For stock bought from a supplier. A one-off correction is quicker with [Correct stock by hand (Stock adjust)](https://zeropos.shop/help/adjust-stock). Where to find it: BACKOFFICE › Inventory › Orders; BACKOFFICE › Inventory › Suppliers; BACKOFFICE › Inventory › Reorder. ## Before you start - The products exist in [BACKOFFICE › Inventory › Products](https://app.zeropos.shop/backoffice/products) ([Products and stock](https://zeropos.shop/help/products-and-stock)). - An order belongs to one region, and its lines can only go to shops in that region ([Regions and shops: who sees what](https://zeropos.shop/help/regions-and-shops)). ## Steps ### Add a supplier (once) 1. Open [BACKOFFICE › Inventory › Suppliers](https://app.zeropos.shop/backoffice/inventory/suppliers) and tap **New Supplier**. 2. Choose the **Region**, type the **Name**, and add the contact details, **Default currency** and **Payment terms**. 3. Under **Typically supplies**, tick what you usually buy from them, then tap **Create Supplier**. - This only narrows the order form's product list; you can still order anything from them. ### Place an order 4. Open [BACKOFFICE › Inventory › Orders](https://app.zeropos.shop/backoffice/inventory/orders) and tap **New Order**. 5. Choose the **Region** and, if you like, the supplier; set **Placed at** and **Expected at**. 6. Tap **Add product**, pick a product and type its **Qty** and **Unit cost**. - The search finds a name without its accents: “creme” finds Crème. 7. Split the line's quantity across your shops in the shop columns. - The split must add up to the line's **Qty**. A new line puts its 1 unit in the first shop; change the split whenever you change the quantity. 8. Add any **Order-level discount**, **Shipping cost** and **Clearance / customs**. - Shipping and customs count in the order's total, not in the products' cost. 9. Tap **Save as pending**, or **Save + receive now** if the goods are already here; it asks **Received on** first, as below. ### Receive it 10. When the goods arrive, open the order from the list. 11. Check the lines and each shop's **Allocation** against the delivery; use **Edit** to correct them first. 12. Tap **Receive now**. 13. Check **Received on**, the day the goods arrived (today unless you change it), and tap **Receive**. - Any day up to today. The [INSIGHTS › Accounting › Overview](https://app.zeropos.shop/reports/accounting) overview counts the order in that day's month. If the day is before the order's **Placed at**, the dialog says so and **Placed at** moves back to that same day: an order can't arrive before it was placed. ## What happens next - Receiving adds each line's units to the shops in its split, and the order turns **Received**. While it is **Pending**, stock doesn't change. - Deliveries show in the **Stock Movements** report ([INSIGHTS › Reports](https://app.zeropos.shop/reports/data/movements)), and received orders in the **Purchase Orders** report ([INSIGHTS › Reports](https://app.zeropos.shop/reports/data/purchase-orders)). - Payments logged on an order leave the chosen account and appear in [INSIGHTS › Accounting › Payments](https://app.zeropos.shop/reports/accounting/payments) as **Supplier / PO payment**. ## Start from the Reorder list [BACKOFFICE › Inventory › Reorder](https://app.zeropos.shop/backoffice/inventory/reorder) lists products at or below their minimum at each shop, with a suggested quantity that brings them back to twice the minimum. Tick the rows you want, change the **Reorder** quantity if needed, and tap **Create draft PO**. The order form opens filled in; every row must be in the same region. ## Paying the supplier With Expert accounting ([Simple or Expert accounting](https://zeropos.shop/help/simple-or-expert)), an order has a **Payments** panel: tap **Log payment**, choose the **Account** the money left from, type the **Amount** and check **Paid on**, the day the money left (today unless you change it). You can also add payments while creating the order; there **Paid on** starts at the order's **Placed at** day. To correct a payment's day or note, tap the pencil beside it, change **Paid on** or the note and tap **Save**: the payment moves to that day's month in [INSIGHTS › Accounting › Expenses](https://app.zeropos.shop/reports/accounting/expenses) and in the account. To change the account or the amount, delete the payment and log it again; deleting reverses its entry in the account. The panel doesn't appear in Simple accounting, or for roles that can't see cost prices. ## Common questions ### Can I change an order after saving it? Yes, while it is **Pending**: open it and tap **Edit**. A received or canceled order can't be edited. ### How do I cancel an order? Open the pending order and tap **Cancel PO**. No stock had arrived, so stock doesn't change; payments logged on it are removed too. ### I received an order by mistake. Can I undo it? Open it and tap **Reverse**. The received units are taken off every shop, the order turns **Canceled** and payments logged on it are removed. If the supplier refunds you, record that money separately. ### Does receiving change the product's cost price? No. The order keeps its own unit costs; the product's **Cost Price** stays as set in [Products and stock](https://zeropos.shop/help/products-and-stock). ### I logged a supplier payment on the wrong day. Can I change it? Yes. Open the order, tap the pencil beside the payment, change **Paid on** and tap **Save**. The payment and its entry in the account move to that day, so it counts in the right month. ### I received an order with the wrong day. Can I change it? Yes. Open the order, tap the pencil beside **Received on**, choose the day the goods arrived and tap **Save**. The order moves to that day's month in [INSIGHTS › Accounting › Overview](https://app.zeropos.shop/reports/accounting); the stock doesn't change. A day before **Placed at** moves **Placed at** back to it too; a later day never moves **Placed at** forward. ### The goods arrived before I entered the order. Which day does it count on? On the day they arrived, if you choose it. When you receive the order, set **Received on** to that day, even if it is before the order's **Placed at** (which starts at the day you typed the order in). **Placed at** moves back to the same day, and [INSIGHTS › Accounting › Overview](https://app.zeropos.shop/reports/accounting) counts the order in the month the goods arrived. ## If you see this - ““Line 1: allocations add to 4, total is 6.”” — What to do: The shop columns of that line don't add up to its **Qty**. Change the split or the quantity until they match. - “**One region per purchase order**” — What to do: On the Reorder list you ticked rows from different regions. Filter by region, or untick the others, and create one order per region. - “**This PO isn't pending anymore — reload the page to see the current state.**” — What to do: Someone received or canceled it meanwhile. Reload the page and check its **Status**. ## Good to know - Set **Expected at** on every order: the **Pending orders** figure then tells you what is still on its way. ## Related guides - [Products and stock](https://zeropos.shop/help/md/en/products-and-stock.md) - [Correct stock by hand (Stock adjust)](https://zeropos.shop/help/md/en/adjust-stock.md) - [Simple or Expert accounting](https://zeropos.shop/help/md/en/simple-or-expert.md) - [Cash and bank accounts (Expert)](https://zeropos.shop/help/md/en/cash-and-bank-accounts.md) - [Regions and shops: who sees what](https://zeropos.shop/help/md/en/regions-and-shops.md)