Standing Purchase Orders

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.

This document will guide you through creating and managing Standing Purchase Orders, 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 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.

The Standing Tab

You can view and create Standing Purchase Orders from both the Purchases page and the Suppliers page.

Purchases Page

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.

Suppliers Page

To see only the standing purchase orders for a specific supplier, select Suppliers from the main menu, choose the supplier you want to view, and then go to the Standing tab.

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.

Standing Order View Options

Depending on your supplier's Order Settings in their Supply'd account and their account type, their standing orders may be displayed either as Individual Standing Orders or in Weekly View.

Because suppliers control their own settings, you may see a mix of views on the Standing tab of your Purchases page depending on each supplier.

The view you see in Standing Orders, depends on the option selected by your supplier in the Standing Order Mode field in the Standing Orders section of their Order Settings.

To see the Weekly View, the supplier must have placed the Standing Purchase order on your behalf.

The view options available to you also depends on your supplier's account type:

Custom Supplier: Uses Individual View only.
Hub Supplier: Also uses Individual View.
ERP Supplier: If the supplier has enabled Weekly View in their Order Settings, it will appear in Weekly View. In this mode, you can adjust quantities and add items directly within the weekly schedule.

Individual Standing Orders

Each standing order is managed separately, similar to Purchase Orders. This option is best suited for businesses that do not have frequent recurring orders for the same supplier.

Weekly View

In Weekly View, you can manage your standing orders with a supplier using a weekly schedule, making it easier to review and update deliveries that occur every day or almost every day. This is particularly useful when you order different products or quantities on different days of the week.

You will see only the Weekly View if:

Your supplier has opted for the Weekly View in their Order Settings,
The supplier has created the Standing Purchase Order on your behalf,
Your supplier is a Supply'd ERP user and
You are a Supply'd ERP or LITE user.

👉 Weekly View is discussed in more detail in the Standing Purchase Orders Weekly View.

This doc will explain how to create and manage Individual Standing Orders.

Creating Individual Standing Purchase Orders

Go to the Purchases Page (or Suppliers Page)

Select Purchases from the main menu, then click on the Standing tab on the Purchases page.

The Standing tab contains a list of all the standing purchase orders that you have placed with your suppliers.

Alternatively, select Suppliers from the main menu, choose the supplier you want to create a Standing Purchase Order for, and then go to the Standing tab.

Click Add +

To create a new Standing Order, click on the Add + button on the top right-hand corner.

The Add Standing Purchase Order form will open.

Complete the Standing Purchase Order Form

Complete the fields as follows:

Supplier

The supplier the order is from.

When creating a Standing Purchase Order from a supplier’s page, the Supplier field is automatically filled in and cannot be changed.

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.

To have orders for different days in the same week you would create multiple orders with "Weekly" Frequency* and set the Next Order Date* to the appropriate day of the week.

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.

Select Shipping, Ship To Location & Add Notes

Once all items have been added and any desired modifications made, select the applicable Shipping rate, Tax that may apply to shipping, and add any Notes that you might want to add.

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.

If your supplier uses the Weekly View setting, any new Standing Purchase Orders you create for them will automatically appear in that supplier’s Weekly View schedule.

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 this product for you. This is automatically populated from your supplier’s customer-specific pricing.
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.

Click .

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 Purchases from the main menu.
Go to the Standing tab on the Purchases page.
Click on the order you would like to manage.

Alternatively, select Suppliers from the main menu, choose the supplier, go to the Standing tab, and click the Standing Purchase Order you want 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.

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 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 , enter your note, then click to add it 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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Last updated 6 days ago