Create and confirm purchase orders

A purchase order starts as a draft. Confirming it fixes where each stock line will arrive and shows the ordered stock as incoming until you receive it.

Create a draft purchase order

1. Open Purchase orders, then use New purchase order at the top of the page.
2. Enter the Order number, such as PO-2001, and the Currency, such as USD.
3. In Vendor, choose the contact you are buying from, such as Northfield Ceramics.
4. Enter Expected on, Reported total and Ordered at if you have them. Leave Status as it is.
5. Select Create purchase order.

Add lines

1. Open the order and select New line under Lines.
2. For a stock line, keep Fulfillment set to stock. In Variant, choose the SKU you are buying.
3. Enter a Description, the Quantity in the SKU’s selling unit and the Unit cost.
4. Select Create purchase order line.

To change a line while the order is a draft, point at it and select Edit.

For example, PO-2001 could order 2 of COAST-JADE-CASE, a case of 12 Jade coasters, at 60.00 USD each.

Choose destinations and confirm

1. In each line’s Destination, choose the location the goods will arrive at.
2. Select Confirm purchase.

Destinations are saved when you confirm. If you leave the order before confirming, Biosphere asks before discarding them. Until every stock line has a destination, the order says “Choose a destination for every line to confirm.”

After confirming, the order’s status becomes open, its lines are locked, and Incoming shows the quantity still to arrive in each base unit, such as 24 each. If Ordered at was empty, it is set to now.

Fix a purchase that won’t confirm

A stock purchase line needs a variant with a stock source, and its quantity must be a whole multiple of the SKU’s smallest selling increment. If Biosphere says A purchase SKU needs a valid stock requirement and selling increment., set the variant’s stock source or fix the line. See Set a SKU’s stock source.

Spread freight and duty

A non-stock charge marked under Freight or duty contributes to the goods’ cost. Find Freight and duty to review or change its distribution. See Split freight and duty across goods.

Add a non-stock line

In the line editor, set Fulfillment to non-stock and enter its description, quantity, Non-stock unit and unit cost, in the order’s currency. A non-stock line needs no variant, inventory location or stock source. Confirmation retains its commercial commitment without reserving or creating physical stock.

Link its quantities to delivery items for confirmed warehouse or final-site progress and financial coverage. See Link delivery items to orders. Non-stock lines do not use the stock Receive or Fulfill actions.

What to know

• The vendor must be a contact with the Vendor role.
• Confirming doesn’t check or change stock on hand; incoming stock is never available to sell until it is received.
• Confirming to a location where the item has never been counted creates its inventory level with Unknown on hand. The first receipt asks for an opening count.
• Only a draft can be edited. After confirming, receive what remains and order anything extra on a new purchase order.
• A draft line can be removed while it has no linked operating work. Its history and import evidence remain. The order itself cannot be deleted; an unused draft doesn’t affect stock.
• An order’s currency is set when you create it, and every line and charge on it uses that currency. To use another currency, create a new order.

Receive stock and track packages

Open Purchasing, then To receive for open lines with quantities still to receive, in purchase order and line order. Expected packages and their latest counts appear read-only. Receive opens the ordinary stock receipt form, with the remaining quantity filled in, even when a line has packages. See Receive stock from a purchase order.

Package counts record cumulative arrivals and damage without changing stock. Staff and scoped Warehouse invitees use that same counting rule. Non-stock purchase lines still derive received progress from warehouse package counts. Received lists posted stock receipt movements, newest first; its rows open the purchase order. Package counts stay in the shipment history.