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Suppliers and purchase orders: order and receive goods

Keep your supplier list, raise purchase orders, and receive full or partial deliveries with batch and expiry details.

Updated 2026-10-02

Purchase orders (POs) let you record what you've ordered and add it to stock when it arrives.

Add a supplier

  1. 1Go to Inventory → Suppliers and click New supplier.
  2. 2Enter the Supplier name, plus optional Contact person, Phone, Email, Tax ID, Address and Notes.
  3. 3Click Add supplier.

You can then pick the supplier on products and POs. If you delete a supplier, its products and POs are kept but no longer show a supplier.

Raise a purchase order

  1. 1Go to Inventory → Purchase orders and click New PO, or use Create PO on the Low stock tab.
  2. 2Under Order details, choose the Supplier, the Deliver to branch and an optional Expected on date.
  3. 3Under Products, add a line for each item with its Qty and Unit cost. Each product can appear only once, and the Order total updates as you go.
  4. 4Add Notes, such as delivery instructions, if needed.
  5. 5Click Place order.

The PO gets a number like PO-20261002-K7QX and the status ordered.

Receive goods

  1. 1Open the PO. The Receive goods card lists every line that's still outstanding.
  2. 2Received now is filled in with the remaining quantity. Change it to match what actually arrived, or enter 0 for items that didn't come.
  3. 3Add a Batch no. and Expiry date where you have them. For products set to track expiry, the batch field says "Recommended".
  4. 4Click Receive goods.

The stock is added to the PO's branch as a Purchase movement at the PO's unit cost, and each product's Cost price is updated to that unit cost (the latest cost wins). If everything has arrived, the status becomes received. If not, it's partially received, and you can receive the rest later the same way. You can't receive more than you ordered.

Close a partly received PO

If the supplier won't deliver the rest, open the PO and click Close PO, then Close PO again. The status becomes received, the quantities still outstanding are abandoned, and a line like "Closed 2026-10-02 by Asha — not delivered: 4 × Oatmeal shampoo" is added to the PO notes. Stock already received stays.

Cancel a PO

Click Cancel PO, then Cancel order. You can only cancel a PO before any goods have been received on it.

Who can do this

Viewing suppliers and POs: Owner, Admin, Manager, Veterinarian and Front desk. Creating, receiving, closing and cancelling: anyone with the "Manage stock, suppliers & POs" permission (Owner, Admin and Manager by default).

Good to know

  • FurKisses doesn't send the PO to your supplier. Share the details with them yourself.
  • A PO can't be edited after you place it. If it's wrong, cancel it and raise a new one before receiving anything.
  • Receiving goods sets the product's Cost price to the PO's unit cost, so the latest price you paid is what valuation and margins use.