How to Generate a Purchase Order for a Supplier

This guide explains how merchants can create a new purchase order for a specific supplier.

Getting Started

Go to the Supplier Detail page for the supplier you want to order from.

Click the Create Purchase Order button.

This takes you to the "Create Purchase Order" page, with the supplier already selected.

Filling Out the Purchase Order

1. PO Create Page

You need to provide some basic information for the PO:

PO Number: Enter a unique number for this order (often auto-filled). (Required)

Store Location: Choose which store location this order is for. (Required)

Order Date: The date you are placing the order (defaults to today). (Required)

Expected Delivery Date: (Optional) When you expect the order to arrive.

Notes/Memo: (Optional) Add any notes for your reference.

*(You can collapse/expand this section by clicking the title or the arrow icon).

2. Select Forecasting Method and Date Range

First, choose a Forecasting Methodology to determine how reorder suggestions are calculated:

- Simple average moving: Uses a straightforward average of historical data
- Computing model: Combines moving averages with yearly trends
- Smart model (AI): Uses AI to analyze complex patterns

Date Range: How this affects reorder suggestions depends on your selected methodology:

- For Simple average and Computing model, the date range directly affects the suggestion calculations. The system analyzes sales data from only this period.
- For Smart model (AI), the date range is only used to display historical sales data. The AI model automatically calculates optimal reorder suggestions regardless of the selected date range.

The system defaults to analyzing the last 30 days of sales data, but you can adjust this using the Date Filter component.

3. Add Products

This is the main section where you add items to your order:

Search: Use the search bar to quickly find products by name or SKU. Press Enter or click the Search icon to search. Click the clear icon to reset.

Select Products: Check the box next to each product you want to order.

Enter Quantity: In the "Quantity" column for each selected product, enter how many units you need. (Required for submission)

Check Unit Cost: Verify or enter the cost per unit in the "Unit Cost" column. (Required for submission)

Pagination: If the supplier has many products, use the controls at the bottom of the table to navigate pages or change how many products are shown per page.

4. Review Summary

At the bottom, the Order Summary shows the Total value of your order.

A status chip may indicate if the total meets the supplier's minimum/maximum order requirements.

Submitting the Order

Review: Make sure you've filled in the required PO Details (PO Number, Location, Order Date) and entered a valid Quantity and Unit Cost for all selected products.

Submit: Click the Submit PO button at the top right. The button will only be active when all requirements are met.

After submitting, you will be taken to the Purchase Order Detail page for the order you just created.

Key Tips

Start from Supplier: Always begin from the Supplier Detail page to ensure the correct supplier is linked.

Check Costs/Quantities: Verify your entered quantities and unit costs before submitting.

Location: Ensure the correct Store Location is selected.


Need more help? Contact support or check other guides.

Updated on: 16/05/2025