Managing Purchase Orders
Managing purchase orders in Supply’d streamlines ordering, improves accuracy, and ensures suppliers receive clear, timely information to keep your stock and operations running smoothly.
Managing purchase orders in Supply’d helps you keep track of all orders placed with your suppliers. You can create, edit and receive orders in one place, ensuring accurate inventory levels. It streamlines the purchasing process, reduces errors, and makes it easier to manage stock across multiple suppliers and locations.
This document will guide you through managing Purchases which are Purchase Orders you have placed with suppliers in Supply'd, including:
The Purchases Page
Selecting Purchases from the main menu will open the Purchases page. You will see 3 tabs on the Purchases page.
Purchases
Purchase Orders you have placed with suppliers in Supply'd.
👉 You can read more about how to place a purchase order Placing a Purchase Order document.
Standing
Standing Orders which are repeating orders for consistent order schedules.
👉 You can read more about creating and managing Standing Orders in the Standing Purchase Orders document.
Postponed
Postponed Orders for completion at a later date.
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.
- 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.
👉 See Filtering the Purchases List below.
Customising the Page
You can choose which information is displayed and the order in which it appears on this page.
Click on the 3 dots in the top right and select Edit Table Layout.
The Purchases Layout Form will open.
Select the information you would like to see on the page.
Arrange the order in which information appears by clicking the 3 lines to the right of a name and dragging it to your preferred position.
Click 
.
Managing Purchase Orders
The Purchases tab contains all the orders you have placed with suppliers. To review an order, click on the order in the orders list and the order will open.
Clicking on Inc Tax give you the option to view the order including tax - Inc Tax - or excluding tax - Exc Tax.
You may notice a coloured dot beside the Item Qty. This is to help you easily ascertain whether or not you need to order more of this item.
Blue = sufficient stock
Orange = insufficient stock
Red = out of stock
Grey = stock not tracked
By hovering the cursor over the dot, a pop-up will show Available and On Hand stock levels.
Order Options
Clicking the 3 dots in the top right corner of the order will open a menu displaying all available options for that order.
Download >
Purchase Order
Download the Purchase Order for viewing or printing.
Pack Slip
Download the packing slip for viewing or printing.
Mark As >
Paid
Will mark the order as Paid
Shipped
Will mark the order as Shipped.
Completed
Will mark the order as being Completed.
Receive Order
To log an incoming order and add it to your system.
👉 See the Receiving Purchase Orders document for more information on receiving orders.
Hold Order
Will place the order on hold. Only applicable to orders from a custom supplier that have not been completed.
Modify Order
Will open the Edit Purchase Order form and allow you to make changes to the order.
Only applicable to orders from a custom supplier that have not been completed.
Modify Reason
Select a reason or enter a note explaining why the modification was made.
Cancel Order
Cancel the order. Only applicable to orders from a custom supplier that have not been completed.
Actions >
Send To
Opens the Send Order To form allowing you to send the order details to your accounting program if it is integrated with Supply’d.
Order Number: Automatically entered.
Send To: Choose the program from the drop-down menu to which you want to send the details.
Send Type: The type of document to send, eg. Bill.
👉 Refer to the Integrations documents for instructions on integrating third-party programs with your Supply’d account.
Resend Order
This will resend the purchase order to the supplier via email. You will be asked to confirm.
Print Product Labels
Print product labels for all items in this order. Takes you to the Print Label form.
Attach File
Allows you to attach a file to this order.
Options are:
Invoice
Purchase Order
Receipt
Packing List
Photo
Other
Re-order
Re-order the same items. After clicking this, you'll be taken to the Review Order screen, where you can adjust quantities or remove items as needed before finalising the order.
The available actions will vary depending on the order status (👉 see Managing Purchase Orders below), your Supply'd account type, and whether or not the supplier is on Supply'd or a custom supplier.
Here are some examples of the available Action options based on the order status:
Completed:
Download >
Purchase Order or Pack Slip
Mark As >
Paid or Unpaid
Receives >
Any receives numbers associated
Actions >
Send To
Resend Order
Print Product Labels
Attach File
Re-order
Cancelled:
Actions >
Send To
Re-order
Draft:
An order you have been putting together but have not yet placed.
Place Order
Show Prices Inc (or Ex) Tax
Mark As >
Placed Without Sending
Remove
Receiving:
For an order that is part of the way through the receiving process but has not yet been finalised. The receiving form will open.
👉 See the Receiving Orders (Scanner) document for more information on receiving orders.
Bulk Actions
Selecting one or more orders from the list and then clicking the 
button will open a menu with the option to cancel those orders.
Ticking the check box to the left of the actions button will select all orders in the list.
Only actual orders can be selected; orders that are still in draft status cannot be selected.
Postponed Orders
The Postponed tab on the Purchases page lists any orders that have been postponed to a later date.
In the cart, clicking on the 3 dots on the right beside the supplier's name will bring up a menu.
Selecting Postpone allows you to postpone sending the order to a later date. After selecting this option, a calendar will appear for you to choose the desired date. The items will be temporarily removed from your cart until the selected date.
The postponed order will appear under the Postponed tab.
Clicking on an postponed order will show its details. Orders cannot be edited while they are postponed.
The items will reappear in the cart on the selected date, allowing you to send the order at that time. If you need to send it earlier than the selected date, you can release the order:
Open the postponed order.
Click on the 3 dots in the top right and select Release Order.
Confirm that you would like to release the order.
The order will appear in the cart and can be edited or placed.
Order Approvals
Some businesses may require certain orders placed by staff 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 Activity
At the bottom of the form there is an Order Activity section. This lists any activity there has been on the order, such as, when the order was placed, paid, received etc.
Clicking View Receive allows you to view details of the Receive from this section.
You also have the option to add an internal note. Simply click on the Add Internal Note button. Click 
to add the note to the Order Activity.
Filtering the Purchases List
With the Purchases tab selected on the Purchases page, the 3 lines next to the 3 dots in the top right corner allow you to filter the Purchases list, while the magnifying glass lets you search for specific orders.
Clicking on the magnifying glass, you can search the sales list by customer name, order number, products etc.
Clicking the 3 lines opens the Filter Purchases form, where you can access all available filtering options.
Supplier
Filter orders by a specific supplier to see only purchases from that supplier.
Supplier Group
Filter by groups of suppliers that are categorised together, making it easier to view related suppliers at once.
👉 See Adding Suppliers & Supplier Groups for information on setting up Supplier Groups.
Order Status
Filter orders based on their current status(es), such as draft, pending, completed, or canceled.
Location
Filter orders by the location where the items were ordered or will be delivered.
Department
Filter orders based on the department that placed the order.
Order Date Range
View orders placed within a specific date range. Clicking on the field will open a calendar for you to select the date range.
Historical Data
Access older order records beyond the default view.
Click 
to apply your selections and filter the Purchase Orders list.
Related Documents
Further information on Purchase Orders can be found in the following documents:
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