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. Purchase Orders can also be created from the Purchases and Suppliers pages.

👉 See the Creating a Purchase Order from the Purchases Page document for instructions.

👉 To create an order from a supplier’s page, see the Creating a Purchase Order from a Supplier's Page document.

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 document for details on how to use this feature.

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 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.

Select the + on the button beside a product to add it to your cart, ensuring the correct ordering location is selected. Select the − button to reduce the quantity in your cart.

You can add products from multiple suppliers to the same cart. Supply’d streamlines checkout by allowing you to review and place all supplier orders at once.

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.

In the Users section of each Users settings, you can set a default location for each user. This location will be selected automatically when the user reviews an order.

Confirm whether the product is purchased by Unit or Carton to avoid over-ordering. In this example, unicorns are ordered as individual units. If they were supplied in cartons of 10, ordering a quantity of 20 would result in 200 unicorns being ordered!

The Shopping Trolley Checkout Button

When products have been added to your cart, a shopping trolley button will appear in the bottom-right corner of the page.

Hovering over this, the button will expand and say Checkout.

Select this button at any time to review your order or adjust the products and quantities in your cart.

Reviewing the Cart & Checking Out

Checking out on Supply'd is really quick and easy.

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.

Review Each Supplier Order

Check the products and quantities listed under each supplier. Adjust the quantities or remove products as required. Perform any additional options as outlined below in Additional Options.

Check for Order Errors

Review any warnings or errors, such as not meeting a supplier’s minimum order requirements. Resolve all issues before attempting to place the orders.

Review Payment & Shipping Methods

If available, check the selected payment and shipping methods for each supplier. Use the drop-down menus to choose an alternative option where required.

Payment and shipping methods are available for Supply’d Suppliers but not for Custom Suppliers added to your account.

Select the Preferred Delivery Date

Select the Preferred Delivery field, then choose a date from the calendar.

Grey-shaded dates indicate the supplier’s configured delivery days. If no dates are shaded, the supplier either has no specific delivery days configured or can deliver on any day.

Grey-shaded dates indicate the supplier’s configured delivery days. If no dates are shaded, the supplier either has no specific delivery days configured or can deliver on any day.

Select a Department

If Departments are configured, select the department responsible for the order. This helps organise and track Purchase Orders by department.

This field will only show if Order By Department is set to "Yes" in the Cart Settings section of your Purchase Settings.

👉 See the Departments document for information on creating and managing Departments.

Add Order Notes

Enter any instructions or information the supplier needs for the order in the Order Notes field.

Choose When to Send the Order

Under Send Timing, choose whether to send the Purchase Order immediately or schedule it to be sent later. Scheduling the order is useful when preparing it in advance but delaying when the supplier receives the notification.

This field will only show if Enable Send Later is set to "Yes" in the Cart Settings section of your Purchase Settings.

When Send Later is selected, choose the date on which the order should be sent.

If you choose a specific Send Later date, the Preferred Delivery Date will be recalculated based on the supplier’s delivery settings.

Place the Orders

Once you have reviewed and confirmed the order details, click to place the order. If successful, each supplier will be notified and can begin fulfilling their order.

Order Approvals: If the user placing the order requires approval, designated approvers will receive an email to review, approve or modify it. Approvers can also access the order from the Orders section. Selecting Modify Order adds the order to the approver’s cart and removes any items already there, so existing orders should be completed first.

👉 See the Purchase Order Approvals document for more information.

Additional Options

Clicking on the 3 dots on the right beside the supplier's name will bring up a menu.

Place Order

An alternative to the button at the bottom of the screen.

Place Without Sending

Places the Purchase Order without emailing it to the supplier.

When you select Place Without Sending, Supply’d displays a confirmation message advising that the order will be placed silently.

Click to confirm. The Purchase Order will be placed without emailing or notifying the supplier.

This option is primarily used to update your own purchasing records, similar to modifying an existing Purchase Order. The order is placed in Supply’d and can be used for receiving and tracking purposes, but no email or notification is sent to the supplier.

This can be useful in situations where you need to create or update a Purchase Order internally without requesting additional stock. For example, if a Purchase Order was partially received and a subsequent order was created for outstanding items, you may need to place an order against your records so goods can be received against the correct Purchase Order. Using Place Without Sending helps maintain accurate receiving records while avoiding the risk of the supplier receiving a duplicate order request.

⚠️ Important: The supplier will not receive an email or order notification. Use this option only when the Purchase Order is being created or updated for internal purposes and the supplier does not need to be notified.

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.

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.

👉 See the Postponed Orders section in the Managing Purchase Orders document for information on managing postponed orders.

Change Location

Lets you select a different location for the order before placing it. This is useful if you manage multiple locations and need the order associated with a different site.

Select the new location in the New Location field and click .

Remove

Will remove all items from the cart. You will be asked to confirm.

Click .

Purchase Orders can also be created from the Purchases and Suppliers pages.

👉 See the Creating a Purchase Order from the Purchases Page document for instructions.

👉 To create an order from a supplier’s page, see the Creating a Purchase Order from a Supplier's Page document.

👉 You can find out more about how to manage your orders in the Managing Purchase Orders document.

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Last updated 3 days ago