Purchase Orders (Store Level)
Store managers can view and interact with purchase orders assigned to their store. While purchase orders are typically created and approved at HQ, the receiving process happens at the store level when goods physically arrive.
Viewing Purchase Orders
Navigate to Store Manager > Purchase Orders to see all POs assigned to your store. The list shows the order number, supplier name, status, total, and key dates. Filter by status to see only pending, approved, or partially received orders.
Receiving Goods
When a shipment arrives from a supplier, find the corresponding purchase order and click "Receive Items". For each line item on the PO:
- Check the physical shipment against the ordered items.
- Enter the quantity received for each product. This may be less than the quantity ordered if items are missing or damaged.
- Click "Save Receipt".
The system updates inventory quantities automatically based on the received amounts. If all items are fully received, the PO moves to Received status. If some items are still outstanding, it moves to Partial status and you can receive the remaining items later.
The receiving user and timestamp are recorded for each receipt event, creating an audit trail.
Partial Receipts
It is common for suppliers to ship orders in multiple deliveries. The system supports this through the Partial status. Each time you receive a portion of the order, the quantities received are accumulated. The PO detail page shows a clear comparison of quantities ordered vs. quantities received so far for each line item.
Creating Purchase Orders at the Store
If your organization allows store-level PO creation, you can click "New Purchase Order" to create a PO from the store. Select the supplier, add products and quantities, and submit for approval. The PO syncs to HQ where it follows the standard approval workflow. Once approved and sent, you can receive goods against it at the store.
Sync Behavior
Purchase orders sync bidirectionally:
- POs created at HQ for this store sync downstream.
- POs created at the store sync upstream to HQ for approval.
- Receipt data syncs upstream to HQ for inventory tracking and reporting.
Permissions
| Permission | Description |
|---|---|
purchase_orders.view | View purchase orders for your store |
purchase_orders.create | Create new purchase orders |
purchase_orders.receive | Receive items from purchase orders |