Fulfil purchase orders

A purchase order (PO) is a store’s request for you to supply a quantity of a product. Open Purchase Orders from the sidebar to see every PO a store has raised with you. You fulfil a PO by uploading the keys.

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Find a purchase order

The Purchase Orders list shows each PO with its number, product, status, quantity, total, and due date. You can:

• Filter by status using the tabs across the top.
• Search by PO number or product.
• Sort by created date, PO number, total, or due date.
• Export the list to a CSV file.

Select a PO to open it.

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Statuses you will see

A PO moves through these stages:

• Draft, being prepared by the store.
• Confirmed, agreed and ready to progress.
• Payment Pending, awaiting payment.
• Paid, settled.
• Closed, finished and no longer active.

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Deliver the keys

On the PO you see:

• Product & pricing, with the quantity, unit cost, and total.
• A Cost summary. If the PO carries tax, the tax row is named after the PO’s own tax (for example GST or VAT), with its rate when one is set.
• Purchase order details, with the due date and the Currency you are paid in.
• An Inventory Received bar showing how many keys have been received against the quantity ordered.

Select Invoice at the top of the page to download the PO invoice as a PDF. To deliver, select Upload keys, or Upload manually if no keys have been received yet. These are available while the PO is not Closed and keys are still outstanding. The upload opens as its own page, where you type or paste keys on the Manual tab or upload a file on the Bulk tab. For the full steps, see Upload keys. Back on the PO, the received count and the progress bar update. The bar turns amber while partly filled and green once every key is in. You can add keys in more than one upload.

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Review the keys you sent

Once keys are received, the PO lists them with their reference, status, date added, and expiry. Keys are masked. Select a masked key to reveal it. Select the notes icon on a row to read or add Item notes for that key. If you need to start over, select Reset keys. This removes the still-available keys you submitted that the store has not approved yet, so you can upload again. It is only offered before the store approves your keys and while the PO is not Closed. See Upload keys for what the store sees after you upload.

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Timeline

The Timeline below the keys records what happened on the PO. Filter it by All activity, Comments, or System. You can leave a comment for the store, attach files, and select Post. You can edit or delete your own comments.

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