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A purchase order (PO) is how you order stock from a vendor. Each PO covers one vendor, one product, and a quantity at a unit cost. Once sent, it moves through a clear set of statuses, and its timeline records everything that happens along the way.

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Create a purchase order

1

Open Purchase Orders

In the seller app, open Purchase Orders from the sidebar and choose New Purchase Order.
2

Pick the vendor and product

Select the vendor and the product you are ordering. Choosing a vendor pre-fills their payment terms and currency, and the unit cost defaults from the vendor’s offer for that product. See Vendor offers.
3

Set the quantity and details

Enter the quantity and confirm the unit cost. You can adjust tax, the currency, payment terms, a due date, a delivery method, a note to the vendor, and tags. The order total updates as you go.
4

Save as a draft or send it

Choose Save & Send to send the PO to the vendor, which sets it to Confirmed and emails them. To keep it as a Draft for now, choose Save as Draft instead. A PO number is assigned automatically on the first save.

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Track your purchase orders

The Purchase Orders list opens with four figures: Open POs, Pending payment, Open value, and Spend this month. They are worked out from the purchase orders currently loaded in the list. Each row shows the vendor, product, status, created and Due dates, quantity, Unit cost, total, and an Inventory column that reads Pending, a received count such as 40/120, or Received once every key has arrived. Use the column menu to hide or reorder any of these.

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Follow the status through the timeline

A purchase order moves forward through five statuses, shown as a stepper on the PO detail page:
1

Draft

Saved but not yet sent to the vendor.
2

Confirmed

Sent to the vendor and awaiting fulfilment.
3

Payment Pending

Ready for payment.
4

Paid

The vendor has been paid.
5

Closed

The order is complete.
Use Mark as on the detail page to move the PO to its next status. Each forward step is timestamped and notifies the vendor. You can step back if needed, though a Confirmed PO cannot return to Draft. Every change, along with comments from you and the vendor, appears on the PO’s Timeline, which you can filter to all activity, comments, or system events.
The detail page also tracks fill progress (received against ordered) and lets you download the PO as a document. When keys start arriving, see Receive keys.

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Edit, duplicate, or delete a PO

Open a PO and use its actions menu:
  • Edit opens the form with the PO’s current details. Choose Save Changes when you are done.
  • Delete removes the PO permanently after you confirm. This cannot be undone.

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Duplicate a PO to reorder

To reorder from the same vendor, open a PO’s actions menu and choose Duplicate. This opens the create form pre-filled from the original, so you can adjust the quantity or any detail before saving. Nothing is committed until you save, so a duplicate started by mistake costs nothing.

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Next steps

Receive keys

Review and approve the vendor’s stock file so keys enter inventory.

Load inventory

Add keys to a product’s stock directly.