# Order stock from suppliers with purchase orders

> Create a purchase order in SmartPOS Hub, send it to the supplier, then turn it into a purchase when the goods arrive. Status updates by itself.

Source: https://docs.smartposhub.com/inventory/purchase-orders/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

A **purchase order** (PO) is the order you send to a supplier before the goods arrive. Use it when you buy on agreed quantities and prices, want to track what is still to come, or need approval before buying. This page shows how to switch purchase orders on, create one, and receive it as a purchase.

> **How to turn it on**
> 2. **Switch:** Settings › Business Settings › Purchases › Enable purchase order
> 3. **Permission:** User Management › Roles › Purchase order: Create purchase order, Edit purchase order, View all / View own

![Purchases tab in Business Settings with Enable purchase order switched on](https://docs.smartposhub.com/_astro/settings-purchases-tab.BC-QXn9t.png) (web app page: `/business/settings`)
*Turn on Enable purchase order, then save the settings.*

## Create a purchase order

1. Open **Purchases › Purchase Order** and click **Add Purchase Order**.
2. Under **Supplier & details**, choose the **Supplier**, the **Order date**, an expected **Delivery date** and the **Business Location** that will receive the goods.
3. Add products by name, SKU or barcode. Enter the quantity and the agreed **Unit Cost** for each line.
4. Add a discount or **Purchase Tax** if the supplier gives one, and any **Shipping Details** or **Shipping Charges**.
5. Write instructions for the supplier in **Additional Notes** and click **Save**.

The order now shows in **All purchase orders** with the status **Ordered** and the **Quantity Remaining** still to be delivered.

![Purchase Order list with reference numbers, locations, suppliers, Completed status and quantity remaining](https://docs.smartposhub.com/_astro/purchase-orders-list.D6Hs5W1m.png) (web app page: `/purchase-order`)
*Purchases › Purchase Order lists every order with its status, quantity remaining and shipping status.*

## Send the order to the supplier

From **Actions** on the order you can:

- **View** the order, then **Print** it for the supplier.
- **Send Notification** to e-mail it using your purchase order template (edit the wording in [Notification templates](https://docs.smartposhub.com/settings/notification-templates/)).
- **Edit Shipping** to record how it is coming (status, delivered to, shipping documents).

![Purchase order details with supplier, business, products with order quantity and quantity remaining, and summary totals](https://docs.smartposhub.com/_astro/purchase-order-view-modal.CmEJzelD.png) (web app page: `/purchase-order`)
*The order view shows Order quantity and Quantity Remaining for every product.*

## Receive the goods: turn the order into a purchase

1. When the delivery arrives, open **Purchases › Add Purchase**.
2. Choose the same **Supplier** and **Business Location**.
3. In the **Purchase Order** field, pick the order (or several open orders from that supplier). Their remaining lines are added to the purchase.
4. Change quantities to what really arrived. Anything not delivered stays open on the order.
5. Set **Purchase Status** to **Received**, record any payment and click **Save**.

The order status changes by itself: **Partial** while some quantity is still open, **Completed** when everything ordered has been received.

**Tip:** 
Need staff to request stock before a manager orders it? Turn on **Enable Purchase Requisition** on the same settings tab. A requisition is an internal request; a manager then creates the purchase order.

## Tips and mistakes to avoid

- Don't record a purchase without linking the order, or the order stays **Ordered** forever and its quantity keeps showing as remaining.
- Order to the location that will receive the goods. If a warehouse receives for every branch, order to the warehouse and [transfer](https://docs.smartposhub.com/inventory/stock-transfers/) stock on.
- Agreed prices on the order are copied to the purchase, but you can still correct them when the invoice differs.

## Related pages

  - [Record a purchase](https://docs.smartposhub.com/inventory/purchases/)
  - [Supplier payments and credit](https://docs.smartposhub.com/inventory/supplier-payments-and-credit/)
  - [Stock transfers between locations](https://docs.smartposhub.com/inventory/stock-transfers/)
  - [Users and roles](https://docs.smartposhub.com/start/users-and-roles/)

## Frequently asked questions

### Does a purchase order change my stock?

No. A purchase order is only the order you send to a supplier. Stock goes up when you record a purchase that is linked to the order and has the status Received.

### Where do I switch purchase orders on?

In Settings › Business Settings › Purchases, turn on Enable purchase order and save. The Purchase Order menu then appears under Purchases.

### What do the statuses Ordered, Partial and Completed mean?

Ordered means nothing has been received yet. Partial means some of the ordered quantity has arrived on a linked purchase. Completed means everything ordered has been received.

### Can one delivery cover two purchase orders?

Yes. The Purchase Order field on the Add Purchase form accepts more than one order from the same supplier, and their open lines are loaded into the purchase.

### How do I send the order to my supplier?

Open Actions › Send Notification on the order to e-mail it with your notification template, or use Print from the order view to get a copy you can share.

### Who can create purchase orders?

Users whose role has Create purchase order under the Purchase order group in User Management › Roles. View all or View own controls which orders they see.