# Placing a Purchase Order
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](https://help.supplyd.co/scanner/ordering-stock-scanner "mention") document for information on ordering stock with a scanner.
{% hint style="success" %}
Supply’d also has a **Smart Purchase Orders** feature, which helps you order faster and more accurately by using real-time data. It considers factors such as current stock levels, historical sales, and upcoming production to suggest the right quantities to order.
\
👉 See the [smart-purchase-orders](https://help.supplyd.co/purchase-orders/smart-purchase-orders "mention") document for details on how to use this feature.
{% endhint %}
This document will guide you through placing **Purchase Orders** through the app, including:
* [#adding-items-to-the-cart](#adding-items-to-the-cart "mention")
* [#reviewing-the-cart-and-checking-out](#reviewing-the-cart-and-checking-out "mention")
* [#creating-a-purchase-order-from-a-supplier](#creating-a-purchase-order-from-a-supplier "mention")
* [#creating-a-purchase-order-from-the-purchases-page](#creating-a-purchase-order-from-the-purchases-page "mention")
* [#order-approvals](#order-approvals "mention")
* [#order-statuses](#order-statuses "mention")
***
## Adding Items to the Cart
With Supply’d, you can add items to your cart from anywhere in the app. Whether you’re viewing products, browsing suppliers, or ordering from your Favourites, you can easily build your cart and place an order without switching screens. Anywhere you see beside a product, you can add it directly to 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.
{% hint style="info" %}
In your [users](https://help.supplyd.co/configuring-supplyd/settings/users "mention") 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.
{% endhint %}
{% hint style="success" %}
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 apply.
{% endhint %}
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.
{% hint style="warning" %}
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!
{% endhint %}
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.
{% hint style="info" %}
If any items from a supplier have been postponed, all items from that supplier will appear greyed out when ordering via Add to Cart or from the Supplier page. This helps prevent accidental double-ordering. (Items will not appear greyed out when ordering from the Purchases page.) If you click on any greyed-out item, a warning will appear to let you decide whether to release the postponed order or leave it as is.
{% endhint %}
👉 See the [#postponed-orders](https://help.supplyd.co/managing-purchase-orders#postponed-orders "mention") section in the [managing-purchase-orders](https://help.supplyd.co/purchase-orders/managing-purchase-orders "mention") 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.
{% hint style="info" %}
When viewing the cart you can see all your orders for all of your suppliers. You can review the order for each supplier and adjust the quantities as required. If the option is available (ie. for Supply’d suppliers - this isn’t available for custom suppliers you’ve added to your account), be sure to review the payment and shipping methods for each supplier. If there are multiple options available you can use the drop down to select alternative methods for each supplier.
{% endhint %}
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.
{% hint style="info" %}
The grey shaded dates show the delivery days set for this supplier. If there are no grey dates, either no specific delivery days are set or the supplier can deliver any day.
{% endhint %}
**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.
{% hint style="info" %}
This field will only show if **Order By Department** is set to "**Yes"** in the [#cart-settings](https://help.supplyd.co/configuring-supplyd/settings/order-settings#cart-settings "mention") section of your [order-settings](https://help.supplyd.co/configuring-supplyd/settings/order-settings "mention").
{% endhint %}
👉 See the [#departments](https://help.supplyd.co/configuring-supplyd/settings/locations#departments "mention") section in the [locations](https://help.supplyd.co/configuring-supplyd/settings/locations "mention") 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 all the orders in your cart at once.
{% hint style="info" %}
This field will only show if **Enable Send Later** is set to "**Yes"** in the [#cart-settings](https://help.supplyd.co/configuring-supplyd/settings/order-settings#cart-settings "mention") section of your [order-settings](https://help.supplyd.co/configuring-supplyd/settings/order-settings "mention").
{% endhint %}
When **Send Later** is selected, a calendar will appear, allowing you to choose the date to send the order.
{% hint style="info" %}
If you choose a specific **Send Later** date, the **Preferred Delivery Date** will be recalculated based on the supplier’s delivery settings.
{% endhint %}
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.
{% hint style="success" %}
👉 You can find out more about how to manage your orders in the [managing-purchase-orders](https://help.supplyd.co/purchase-orders/managing-purchase-orders "mention") document.
{% endhint %}
***
## 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.
{% stepper %}
{% step %}
#### Select the Supplier
Select **Suppliers** from the main menu, then choose the supplier from the list.
The supplier's details will open.
***
{% endstep %}
{% step %}
#### Go to the Orders Tab
Go to the **Orders** tab. This tab shows a list of all the orders you’ve placed with this supplier.
***
{% endstep %}
{% step %}
#### Click Add+
Click **Add +** in the top right.
The **Edit Purchase Order** form will open.
***
{% endstep %}
{% step %}
#### **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.
{% hint style="success" %}
When clicking on the **Qty** field, a pop-up will show displaying your Inventory numbers - Available and On Hand.
{% endhint %}
**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.
{% hint style="success" %}
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.
{% endhint %}
**Shipping**
Select a shipping rule from the list of matching rules, or enter a custom shipping name to set a price manually.
{% hint style="info" %}
Whether this field appears depends on the customer type.
{% endhint %}
**Preferred Delivery**
Select your preferred delivery date from the calendar that appears when you click on this field.
{% hint style="info" %}
This field will show once a product has been selected.
{% endhint %}
{% hint style="info" %}
The grey shaded dates show the delivery days set for this supplier. If there are no grey dates, either no specific delivery days are set or the supplier can deliver any day.
{% endhint %}
**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.
{% hint style="info" %}
This field will only show if **Enable Send Later** is set to "**Yes"** in the [#cart-settings](https://help.supplyd.co/configuring-supplyd/settings/order-settings#cart-settings "mention") section of your [order-settings](https://help.supplyd.co/configuring-supplyd/settings/order-settings "mention").
{% endhint %}
When **Send Later** is selected, a calendar will appear, allowing you to choose the date to send the order.
{% hint style="info" %}
If you choose a specific **Send Later** date, the **Preferred Delivery Date** will be recalculated based on the supplier’s delivery settings.
{% endhint %}
**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.
***
{% endstep %}
{% step %}
#### Perform Additional Options
Perform any additional options for the items and for the order as detailed below in [#item-options](#item-options "mention") and [#order-options](#order-options "mention").
***
{% endstep %}
{% step %}
#### 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.
{% hint style="info" %}
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 .
{% endhint %}
{% endstep %}
{% endstepper %}
***
### 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.
{% stepper %}
{% step %}
#### Go to the Purchases Page
Select **Orders** from the main menu.
The **Purchases** page lists all the purchase orders you have placed with suppliers in Supply'd.
***
{% endstep %}
{% step %}
#### Click Add+
Click **Add +** in the top right.
The **Add Purchase Order** form will open.
***
{% endstep %}
{% step %}
#### Select the Supplier
Click or type in the **Supplier** field to bring up a list of your suppliers to choose from.
Once a customer is selected, additional fields will appear for you to add products to the order.
***
{% endstep %}
{% step %}
#### Complete the Form
Complete the details as explained above in [#creating-a-purchase-order-from-a-supplier](#creating-a-purchase-order-from-a-supplier "mention").
{% endstep %}
{% endstepper %}
***
## 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](https://help.supplyd.co/configuring-supplyd/settings/users "mention") 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](https://help.supplyd.co/purchase-orders/receiving-purchase-orders "mention") and [receiving-orders-scanner](https://help.supplyd.co/scanner/receiving-orders-scanner "mention") 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.
{% hint style="success" %}
If you go to **Filter Purchases** and choose **Order Status**, the drop-down menu will show all available status options.
{% endhint %}
{% hint style="success" %}
👉 For details on how to manage your purchase orders, see the [managing-purchase-orders](https://help.supplyd.co/purchase-orders/managing-purchase-orders "mention") document.
{% endhint %}
beside a product, you can add it directly to your order.
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.
, meaning it’s waiting to be sent. Once the order has been emailed to the supplier, the status will change to 
.
{% endhint %}
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:
- 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](https://help.supplyd.co/purchase-orders/receiving-purchase-orders "mention") and [receiving-orders-scanner](https://help.supplyd.co/scanner/receiving-orders-scanner "mention") 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.
{% hint style="success" %}
If you go to **Filter Purchases** and choose **Order Status**, the drop-down menu will show all available status options.
{% endhint %}
