Purchase & Sales Orders

Orders are the core workflow for buying and selling goods. This guide covers creating orders, tracking them through their lifecycle, and using the pipeline view to monitor fulfillment.

Purchase Orders

A purchase order (PO) records your intent to buy items from a supplier.

Creating a Purchase Order

1. Open Inventory > Purchase Orders and click + New Purchase Order.
2. Select the Supplier from your contacts list.
3. Add line items: choose each item, enter the quantity, and set the rate per unit.
4. Review the totals and add any notes or a required-by date.
5. Click Save to keep it as a draft, or Submit to send it into the workflow.

Purchase Order Lifecycle

Stage	What Happens
Draft	The PO is saved but not yet active. You can still edit all fields.
Submitted	The PO is confirmed and locked. It is now awaiting goods receipt.
Partially Received	Some items have been received; remaining items are still outstanding.
Completed	All items have been received and the PO is fully fulfilled.
Cancelled	The PO has been cancelled before completion.

Receiving Against a Purchase Order

When goods arrive, open the PO and click Create Receipt. Confirm the items and quantities received. The receipt updates your stock balances and moves the PO toward completion.

If only part of the order arrives, record what you received. The PO moves to Partially Received and you can create additional receipts later.

Sales Orders

A sales order (SO) records a customer's request to purchase items from you.

Creating a Sales Order

1. Open Inventory > Sales Orders and click + New Sales Order.
2. Select the Customer from your contacts list.
3. Add line items: choose each item, enter the quantity, and set the rate.
4. Review totals, add delivery notes or a delivery date if needed.
5. Click Save to keep as draft, or Submit to confirm.

Sales Order Lifecycle

Stage	What Happens
Draft	The SO is saved but not confirmed. All fields are editable.
Submitted	The SO is confirmed and reserved against available stock.
Partially Delivered	Some items have been shipped; remaining items are pending.
Completed	All items delivered and the SO is fully fulfilled.
Cancelled	The SO has been cancelled before completion.

Fulfilling a Sales Order

Open a submitted SO and click Create Delivery. Select the warehouse to ship from, confirm quantities, and submit. Stock balances are reduced and the SO progresses toward completion.

Order Pipeline

Open Inventory > Order Pipeline to see all purchase and sales orders displayed by stage.

• Orders are grouped into columns by their current status (Draft, Submitted, In Progress, Completed).
• Filter by type to show only purchase orders or only sales orders.
• Filter by date range to focus on a specific period.
• Filter by supplier or customer to see orders for a specific contact.

The pipeline view helps you spot bottlenecks — for example, a backlog of submitted POs waiting for receipt, or a cluster of SOs pending delivery.

How Orders Connect to Inventory and Accounting

Orders tie together your stock movements and financial records:

• Stock impact — Receipts from purchase orders increase stock. Deliveries from sales orders decrease stock. These movements are recorded automatically.
• Invoice generation — Once goods are received or delivered, you can generate a purchase invoice or sales invoice directly from the order. The invoice pulls in items, quantities, and rates from the order.
• Cost tracking — Purchase order rates feed into your inventory valuation. Sales order rates feed into revenue recognition.

This means your inventory quantities, costs, and financial statements stay aligned without manual reconciliation.