Standing Purchase Orders
Creating Standing Purchase Orders in Supply’d helps streamline recurring orders, save time, and ensure your inventory is consistently stocked without manual reordering.
Standing Purchase Orders in Supply’d allow you to automate regular orders with suppliers. Instead of creating the same order repeatedly, you set up a standing order with the products, quantities, and schedule, and Supply’d will generate these orders automatically. This saves time, ensures stock consistency, and helps avoid missed or late orders.
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 sales order Placing a Purchase Order document.
Standing
Standing Orders which are repeating orders for consistent order schedules.
Postponed
Postponed Orders for completion at a later date.
This document will guide you through creating and managing Standing Purchase Orders, including:
The Standing Tab
Selecting Purchases from the main menu opens the Purchases page.
The Standing tab on the Purchases page in Supply’d displays all the Standing Purchase Orders, which are regular repeat orders you have created with your suppliers. Here, you can create, view, and manage Standing Purchase Orders.
The information you see on this page can be customised to suit your personal preferences and needs.
👉 Refer to Customising the Page in the Managing Purchase Orders document for details on how to do that.
Standing Purchase Order Statuses
Standing Purchase Order statuses will appear on the Standing Purchase Orders list in various colours for easy identification.
- The order is being prepared but not yet completed.
- The order has been created.
- The order is in the process of being modified.
Creating Standing Purchase Orders
Complete the Standing Purchase Order Form
Complete the fields as follows:
Supplier
The supplier the order is from.
Location
Select the location for the order from the drop-down menu listing all your locations.
Frequency* [required field]
Select how often the order is required from the drop-down menu. Frequency options range from weekly to yearly.
Next Order Date* [required field]
The next date for the order delivery. Clicking the field opens a calendar for you to select the date.
Once these fields are completed, the fields for adding the products will show.
At this stage the Supplier field cannot be changed. If you wish to change the supplier then you will need to create a new order.
Add the Order Products
Select the products and add the desired quantities.
An Inventory pop-up will tell you how many units you have of that item available and On Hand.
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.
Perform Additional Options
Perform any Additional Options for Order Items or Additional Options for the Order as explained below.
Save the Order
If you would like to continue editing the order at a later stage, simply close the form by clicking the X at the top right and it will be saved as 
.
Once the order is complete, click 
.
will change to 
on both the list and the order.
Purchase Orders will show under Purchases tab on the scheduled date, with a status of either 
or 
, depending on the Standing Orders settings in Order Settings.
Draft: If you wish to review each order before placing.
Order Placed: Have the order automatically approved ready to go.
Additional Options for Order Items
Once products and amounts are selected, prior to saving the order, clicking the 3 dots beside an item will give you the following options:
Edit Price
Opens the Edit Price form, allowing you to update the pricing or apply a discount.
Supply'd Price: The default price of the product set in Supply'd. Automatically entered from the product's settings.
Customer Price: The price set for the product for this customer. Automatically entered from the customer's settings.
Discount: Optionally set a discount you will like to apply to this price. Select a discount type from the drop-down menu: either % (percentage) or $ (dollar amount). This will apply from the Customer Price if it is different to the Supply'd Price.
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 the price for.
Remove Item
Will remove the item from the order. You will be asked to confirm.
Additional Options for the Order
Prior to saving the order, clicking the 3 dots at the top right corner of the order will bring up an additional menu:
Save Order
Will save the order. An alternative to the 
button.
Show Prices Inc Tax
Will show prices including taxes such as GST. Will change to Show Prices Ex Tax when clicked.
Remove
Will remove the order. You will be asked to confirm.
Managing Standing Orders
The Standing tab contains a list of all the Standing Orders you have created.
To manage a Standing Order:
Select Orders from the main menu.
Go to the Standing tab on the Orders page.
Click on the order you would like to manage.
The order details will open.
Clicking on Inc Tax give you the option to view the order including tax - Inc Tax - or excluding tax - Exc Tax.
Clicking the three dots on the top right corner of the order will open a menu with the following options:
Modify Future Orders
Opens the order for editing. Follow the steps for Standing Purchase Orders above to edit.
This will update the standing order for all future orders, it will not update existing orders.
Place Order Now
Allows you to send the order immediately instead of waiting to the scheduled date. You will be asked to confirm.
Remove
Will remove the order. You will be asked to confirm.
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 standing orders in the list.
Only standing orders can be selected; orders that are still in draft status cannot be selected.
Order Activity
At the bottom of the page there is an Order Activity section. This lists any activity there has been on the order, such as, when the order was placed, paid, picked etc.
You also have the option to add an internal note. Simply click on the 
button, type your note and click 
to add the note to the Order Activity.
Filtering & Searching Standing Orders
With the Standing tab selected on the Orders page, the three lines next to the three dots in the top right corner allow you to filter the Standing 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 three lines opens the Filter Standing form, where you can access all available filtering options.
Order Status
Select the status(es) you would like to filter by from the drop-down menu.
Next Order Date Range
Select next order date range you would like to filter for. Clicking on the field will open a calendar for you to select the date range.
Click 
to apply your selections and filter the Standing Purchase Orders list.
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