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, making sure to note the location you’re ordering for. You can also click the "−" button to reduce the quantity of that 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 right of the page with a picture of a shopping trolley.
Hovering over this, the button will expand and say "Checkout".
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 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.
👉 See the Postponed Orders section in the Managing Purchase Orders document for information on managing postponed orders.
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 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.
Department
If you have Departments set up, you can select the relevant Department for this order. This is especially useful for tracking purchase orders by department.
👉 See the Departments section in the Locations document for information on creating Departments.
Order Notes
You can add any relevant notes for the supplier regarding this order.
Send Timing
Select whether to send the order immediately or schedule it for later to delay when the supplier is notified. This is helpful if you don’t want to send or receive the entire order at once.
When Send Later is selected, a calendar will appear, allowing you to choose the date to send the order.
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.
For faster entries, clicking on the Qty field opens a pop-up that gives you the option to select 1, 10, or 100 or, if you type a different number, it will give other options to select from.
Shipping
Select a shipping rule from the list of matching rules, or enter a custom shipping name to set a price manually.
Preferred Delivery
Select your preferred delivery date from the calendar that appears when you click on this field.
Payment Method
Select the applicable payment method from the drop-down menu.
Order Notes
You can add any relevant notes for the supplier regarding this order.
Send Timing
Select whether to send the order immediately or schedule it for later to delay when the supplier is notified. This is helpful if you don’t want to send or receive the entire order at once.
When Send Later is selected, a calendar will appear, allowing you to choose the date to send the order.
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.
An Order Confirmation should appear on the screen.
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.
Supply'd Price: The default price of the product set in Supply'd. Automatically entered from the product's settings.
Discount: Optionally select a discount that may apply to this price. Select a discount type from the drop-down menu: either % (percentage) or $ (dollar amount).
Tax: The type of tax that applies to this item, eg. GST.
Item Price ex Tax: Price of the item before GST is applied. You also can set a new price for the item here. The Item Price Inc Tax will automatically adjust.
Item Price Inc Tax: Price of the item after GST is applied. You can also set a new price for the item here. The Item Price Ex Tax will automatically adjust.
Click 
to apply the new item price.
Repeat with any remaining items that you wish to edit.
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 Purchases Page
Similarly to creating a purchase order from a supplier, you can create a purchase order from the Purchases page.
Complete the Form
Complete the details as explained above in Creating a Purchase Order from a Supplier.
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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