Who is this for?
StoreHub merchants who order stock from suppliers and want to create purchase orders, receive stock, edit or cancel orders, and email or print POs from BackOffice.
Overview
This article covers the full lifecycle of a purchase order: creating a PO (from Supply Needs or the Purchase Orders page), filling it out and adding items (including by CSV), receiving stock when it arrives, and editing, cancelling, emailing, or printing a PO.
Receiving a completed purchase order is how you add stock to your inventory in BackOffice. Make sure you have set up inventory tracking and suppliers for your products first; see here if you have not.
Before You Begin
Access to BackOffice.
Products that you want to order must have their supplier set on the product page (Manage Products) and must be tracking stock level. Otherwise, they will not appear when you create a purchase order.
A stable internet connection.
Step-by-Step Guide
Create a purchase order
You can start a new purchase order from Supply Needs or from the Purchase Orders page.
Option A: From the Supply Needs page
1. In your BackOffice, go to 'Stock Management'.
2. Tap 'New', then select 'Purchase Order'.
Note:
The target store may be pre-selected depending on which 'New Purchase Order' you use on the Supply Needs page.
Option B: From the Purchase Orders page
1. In your BackOffice, go to 'Stock Management', then select 'Purchase Orders'.
2. On the Purchase Orders page, tap '+ New Purchase Order'.
Fill out and save the purchase order
1. Select the 'Supplier' and 'Target Store'. Choose whether to auto-fill the order based on your supply needs.
Note:
Auto-fill adds items from Supply Needs for that supplier. If you set an ideal stock level on products, it can calculate how much to order to reach that level.
2. Tap 'Create'.
3. On the purchase order detail page, add or remove items and adjust quantities, supplier prices, and notes as needed.
4. Import items from CSV (Optional):
a. Tap 'Import Items by CSV'.
b. In the pop-up, tap the CSV Template link to download the template.
c. Fill in the product details in the CSV. Do not change the first row (header row) or the import may fail.
d. Save the file as .csv, then in BackOffice tap 'Select File' and upload it.
e. Tap 'Import' to add the data to the purchase order.
For Serialized Products (Click to expand)
For Serialized Products (Click to expand)
When you add a serialized product to the purchase order, a pop-up will appear to explain its behavior.
a. On the pop-up, tap 'Proceed'.
b. Add the serialized product to the list, then tap 'Save and Send Email'.
5. Once you have reviewed your order, tap 'Save' or 'Save and Send Email'.
Note:
'Save' saves your recorded details. 'Save and Send Email' saves your details and also emails the P.O. to the supplier.
Receive a purchase order (add stock)
When your stock arrives, receive the order so that inventory is updated.
1. In your BackOffice, go to 'Stock Management', then select 'Purchase Orders'.
2. Tap the ID number of the purchase order you are receiving.
3. Scroll to the bottom of the order details page and tap 'Receive Order'.
4. Enter the 'Received Quantity' and 'Supplier Price' for each item.
Note:
The system averages the cost of your existing stock and the new stock to get a new product cost. You can change the Supplier Price if the price changes. If you want the cost to match the new PO exactly, make sure the current stock quantity is 0 before you tap Receive. You can also edit the cost later on the Product Setup page.
For Serialized Products (Click to expand)
For Serialized Products (Click to expand)
After you tap 'Receive Order', you need to enter the serial numbers for each received product.
1. On the Purchase Order page, tap 'Manage'.
2. Key in the serial numbers of received products in the list, then tap 'Confirm'.
5. The received quantity will update based on the number of serial numbers entered. Tap 'Save' and 'Mark as Completed' to finish.
Notes:
'If items in your Purchase Order are received partially in batches from the supplier, tap 'Save'.
When all items have been received, tap 'Save and Mark Completed'. Stock level is only updated when the P.O. is marked Completed.
Tap 'All Products Received' to automatically generate values in the Received Qty column.
Edit a purchase order
You can change items, quantities, and prices on a purchase order that is not yet completed.
1. In your BackOffice, go to 'Stock Management', then select 'Purchase Orders'.
2. Open the purchase order you want to edit.
3. Add or remove items, or change quantities, supplier prices, or notes.
4. Tap 'Save' or 'Save and Send Email'.
Note:
You cannot edit a purchase order after it has been marked 'Completed'. Cancel or delete is also only possible when the PO is not completed.
Cancel or delete a purchase order
1. Open the purchase order you want to cancel or delete.
2. Tap the blue 'Actions' tab or button (top right), then select 'Cancel' or 'Delete'.
Note:
You can only cancel or delete a purchase order that has not been completed. Once received and marked Completed, the PO cannot be cancelled or deleted.
Email or print a purchase order
1. Open the purchase order.
2. Tap the blue 'Actions' tab or button (top right), then select 'Email' or 'Print'.
Trace Supplier for Serialised Products
If you need to trace the supplier of a specific serialised product when the item is sold, pre-ordered, or returned, follow the steps below.
Notes:
This applies exclusively to retail businesses.
Useful if your serialised product is linked to a supplier.
To trace a serialised product back to its supplier, it must first be recorded through a Purchase Order in BackOffice.
How to Trace the Supplier of a Sold Serialised Product
1. On your BackOffice, click on 'Offline Transactions'.
2. Search for the receipt number on the search bar.
3. Click on the relevant Transaction.
4. On the Transaction Details page, select the serial number by clicking on it.
5. You will be redirected to the Purchase Order page, where you can find the supplier details.
6. To verify the serial number, click on 'View' next to the Product Name.
How to Trace the Supplier of a Returned Serialised Product
1. On your BackOffice, click on 'Returns'.
2. Click on the relevant Transaction.
3. Click on the serial number.
4. The supplier details will be displayed on the Purchase Order page.
5. Click on 'View' to verify the serial number.
How to Trace the Supplier of a Pre-Ordered Serialised Product
1. On the BackOffice, click on 'Pre-Ordered Items'.
2. Click on the relevant Pre-Order.
3. On the Pre-Order Details page, click on the serial number.
4. On the Purchase Order page, you will be able to locate supplier information.
5. Click on 'View' to verify the serial number.
Export Purchase Order Reports with Item Details
You can export a CSV report of your purchase orders that includes a line-by-line breakdown of every product (Product Name, SKU, Category, and quantities).
1. In your BackOffice, go to 'Stock Management', then open 'Purchase Orders'.
2. Click 'Export to CSV' at the top right of the page.
3. In the pop-up window, check the box for 'Include item details'.
4. Click 'Export'.
Notes:
If the file is small (under 5,000 items), the CSV file will download to your computer immediately.
If the file is large (over 5,000 items), it will be sent to your registered email. Check your inbox in about 10 minutes.
Troubleshooting
Issue | Solution |
My product does not appear when I create a purchase order. | The product must have a supplier set and must have 'Track stock level' turned on. Go to Products, open the product, and set the supplier and enable inventory tracking. See *How to Set Up and Track Product Inventory*. |
I cannot cancel or delete the purchase order. | Cancel and delete are only available for POs that are not completed. Once you have received the order and marked it Completed, you can no longer cancel or delete it. |
CSV import fails. | Do not change the first row (header row) of the CSV template. Save the file as .csv and ensure product details match your BackOffice products. |
Stock level did not update after receiving. | Stock is updated only when you tap 'Save and Mark Completed'. If you only tapped 'Save', complete the receipt and then tap 'Save and Mark Completed'. |
FAQs
1. What is the difference between Save and Save and Send?
'Save' stores the purchase order in BackOffice. 'Save and Send' saves it and emails it to the supplier in one step.
2. When is my stock level updated?
Stock level is updated only when you receive the order and tap 'Save and Mark Completed'. Partial receipts (Save only) do not update stock until the PO is marked Completed.
3. How is the new product cost calculated when I receive an order?
The system averages the cost of your existing stock and the new stock. For example, if you have 100 items at $10 and you receive 2 at $20, the new cost is averaged (e.g. $10.20), not $20. To have the cost match the new PO exactly, ensure current stock is 0 before receiving.
4. Can I receive an order in batches?
Yes. Tap 'Receive Order', enter the received quantity for that batch, and tap 'Save'. When all items have arrived, receive the remaining quantity and tap 'Save and Mark Completed'.
Need help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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