Placing a Purchase Order
Placing an order is made really easy in Supply'd. We reworked the standard ordering process and made it faster and more seamless than existing ordering platforms and stores.
Placing purchase orders in Supply’d is a simple and efficient way to manage supplier relationships and restock inventory. From selecting suppliers to confirming and receiving deliveries, Supply’d offers flexible tools to streamline your procurement process and keep everything organised.
Purchase orders can be created through the app or using a Supply’d handheld scanner.
👉 See the Ordering Stock (Scanner) document for information on ordering stock with a scanner.
This document will guide you through placing Purchase Orders through the app, including:
Adding Items to the Cart
With Supply'd you can add items to your cart from anywhere in the app. Whether searching the marketplace, browsing suppliers or viewing favourites you can place your order.
Simply click the "+" button next to any product to add it to your cart. You can also click the "-" reduce the number of that particular item in your cart.
If you want to add a large number of items you can click and hold (or long press on mobile) the "+" or "-" for about 2 seconds and a text field will appear to enter a new value, click the tick to update.
You can add items from as many suppliers as you'd like to the cart. Supply'd streamlines the checkout process for all your suppliers to allow you to checkout for all of them at once.
Make sure to note whether you purchase this item in units or cartons to avoid over-ordering. In our example, we buy unicorns as single units. However, if they were set up in cartons of 10, ordering 20 cartons would result in receiving 200 unicorns!
When you have products in your cart a button will appear at the bottom of the page that says Checkout and the amount in your cart.
You can click this button at any time to review the order and/or adjust items in your cart.
Additional Options
Clicking on the 3 dots on the right beside the supplier's name will bring up a menu.
The options are:
Place Order
An alternative to the 
button at the bottom of the screen.
Postpone
Allows you to postpone the order sending until a later date. After selecting this, a calendar will show for you to select the date.
Remove
Will remove all items from the cart. You will be asked to confirm.
Reviewing the Cart & Checking Out
Checking out on Supply'd is really quick and easy.
If you have multiple locations the first thing you will see is a drop down to select which location you are ordering from. In your Users settings (see User Restrictions), you can also define a default location for each user which will be pre-selected when that user reviews an order.
If there are any errors for any suppliers such as not meeting order minimums you should address these before attempting to finalise the order.
Preferred Delivery
Allows you to select your preferred delivery date. Clicking on the field will open a calendar for you to select the date.
Order Notes
You can add any relevant notes for the supplier regarding this order.
Send Timing
Select whether to send the order straight away - Send Now - or later - Send Later.
If Send Later is selected, a calendar will appear, allowing you to choose the date the order should be sent.
If you choose to send the order on a specific date using Send Later, the Preferred Delivery Date will be recalculated based on that send date and the supplier’s delivery settings - such as delivery days, cut-off times, and delivery delays. These settings can be found on the Supplier's page under the Locations tab.
Once you are happy with your order simply click 
to finalise the order. If the order was successful all the suppliers will be notified of your order and can begin fulfilling.
👉 You can find out more about how to manage your orders in the Managing Purchase Orders document.
Creating a Purchase Order from a Supplier
In addition to adding items to your cart from anywhere in the app, you can create a Purchase Order from a specific supplier.
Complete the Form
Supplier
This is automatically entered when you selected the supplier.
Location
Select the location for the order from the drop-down menu.
Order Number
This is a unique order number automatically generated by Supply’d.
Product
Clicking or typing in the field will display a list of the supplier’s products for you to select from.
When clicking on the Qty field, a pop-up will show displaying your Inventory numbers - Available and On Hand.
Qty
Enter the number of this product you would like to order.
The subtotal is automatically calculated from the price set on the product’s detail page.
Preferred Delivery
Select your preferred delivery date from the calendar that appears when you click on this field
Order Notes
Add any desired notes to the order.
Subtotal / Tax / Total
Shows the subtotal (excluding tax, eg. GST), the tax amount on that subtotal, and the total including tax.
Shipping
Select a shipping rule from the matching rules in the list, or write a custom shipping name to manually set a price.
Tax%
The applicable tax percentage for that shipping method (eg. 10% GST)
Subtotal inc tax
The subtotal for shipping including tax.
Subtotal / Tax / Total
The numbers in the bottom right corner show the subtotal (excluding tax, eg. GST), the tax amount on that subtotal, and the total including tax.
Perform Additional Options
Perform any additional options for the items and for the order as detailed below in Item Options and Order Options.
Click Place Order
Once you are satisfied with all the order details, click 
to send the order to the supplier.
The order will appear on the list under the Orders tab for that supplier.
The order will initially have the status 
, meaning it’s waiting to be sent. Once the order has been emailed to the supplier, the status will change to 
.
Item Options
Clicking on the three dots next to an item in the order will open a menu.
Edit Price
Opens the Edit Price form, allowing you to adjust the item's price or apply any available supplier discounts prior to placing the order.
Remove Item
Will remove the item from the order.
Order Options
Prior to placing the order, clicking on the 3 dots in the top right will open a menu:
Place Order
An alternative to the button at the bottom of the screen.
Show Prices Ex Tax
Will show the prices in the order without any taxes.
Remove
Will remove all items from the cart. You will be asked to confirm.
Creating a Purchase Order from the Orders Page
Similarly to creating a purchase order from a supplier, you can create a purchase order from the Purchases tab on the Orders page.
Order Approvals
Some businesses may require certain staff orders to be approved. You can find out more about setting up user order approval in the Users document.
After a user requiring order approval sends through an order the approvers will be sent an email to review the order. If the approver is happy with the order they can simply click Approve in the email and follow the steps on the website, or view the orders in question in the Orders section of the website.
If there is an issue with the order they can opt to modify the order. By modifying the order, the order will be added to their cart then they can add or remove items as per the instructions above. It is important to note, if you have items in your cart already when you choose to modify the order, the existing items in your cart will be removed. It is best to finalise any outstanding orders before modifying an approver order.
Order Statuses
Order statuses will appear on the Purchases list in various colours for easy identification.
Below are some examples of statuses:
- An order you have been putting together but have not yet placed.
- The order is Queued for sending, will generally take 1-2 minutes to send. 
- The order has been sent to the supplier via email.
- You are Modifying, or editing, the order.
- The Receiving process has been started but not Completed or Finalised.
👉 See the Receiving Purchase Orders and Receiving Orders (Scanner) documents for details on receiving orders.
- The order has been received.
- Order has been partially received.
- Order has been fully received.
- You have cancelled the order with the supplier or the supplier has cancelled the order.
If you go to Filter Purchases and choose Order Status, the drop-down menu will show all available status options.
👉 For details on how to manage your purchase orders, see the Managing Purchase Orders document.
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