Creating a Purchase Order (PO)

Creating a Purchase Order (PO)

This guide walks through creating a Purchase Order (PO) in Packiyo — built for warehouse and procurement users who need to order inventory from suppliers.

  • Before You Begin

    • You'll need a Packiyo user account with permission to create purchase orders.
    • Have your supplier information ready (supplier name, contact, and terms).
    • Prepare your list of SKUs and quantities to order.

    1. Open the Purchase Orders Screen

    From the main navigation, go to Inbound → Purchase Orders.

    The Purchase Orders list shows existing POs and their statuses — Pending or Received.

    2. Start a New Purchase Order

    Click the New Purchase Order (or Create PO) button in the top-right. A new PO form opens.

    3. Enter Supplier and Reference Details

    • Supplier — Select the supplier from the dropdown. If they're not listed, contact your admin to have them added.
    • Reference / PO Number — Optionally enter your internal PO number or reference.
    • Expected delivery date — Choose the date you expect goods to arrive.
    • Ship-to location — Confirm the warehouse/location the goods will be delivered to.

    4. Add Items to the PO

    1. Click Add Item or use the SKU search field.
    2. Search by SKU, name, or barcode, and select the correct item from the results.
    3. Enter the Quantity to order, and optionally add per-line notes (e.g., packaging instructions).
    4. Repeat to add more items.

    💡 Tips:

    • Ordering a lot of lines? Look for an Import or Upload link on the PO screen to bulk upload via CSV.
    • Double check the unit of measure (UOM) if your items support more than one.
    • Once you've selected a Supplier, the SKU search only shows products assigned to that supplier. If a SKU you're looking for isn't showing up, confirm it has the correct supplier/vendor assigned.

    5. Set Pricing (Optional)

    • If your workflow tracks cost, enter the Unit Cost for each line.

    6. Save and Submit

    Click Save to submit the PO — there's no separate draft state. Saving the PO submits it, and its status changes to Pending.

    The PO is now available to receive against when shipments arrive.

    7. Send or Print the PO

    • Use Print or Export PDF to produce a printable PO document.
    • If enabled, use the built-in Email action to send the PO to the supplier directly from Packiyo.

    8. Receiving Goods Against a PO

    When items arrive, use the Receive (or Create Receipt) action on the PO to record quantities received.

    Partial receipts are supported — record line-level received quantities and update the status once everything's in.

    Quick Troubleshooting

    Supplier not found Ask your Packiyo admin to add the supplier under Settings → Suppliers.

    SKU not found Confirm the SKU exists in Inventory → Items and is marked active. Also check that the selected Supplier is assigned to that product — the SKU search only shows products tied to the supplier chosen on the PO, so a missing supplier assignment is the most common cause.

    Unable to save Check your user permissions, or contact your admin if the Save button is disabled.

    Best Practices

    • Add clear internal references in the PO number field for easier traceability.
    • Confirm pricing and quantities before saving, since there's no draft state to fall back on.
    • Keep a consistent naming convention for suppliers and locations.

    FAQ

    Can I edit a PO after submission? Depends on your workspace settings — some teams allow edits, while others require creating a new PO or contacting procurement.

    How do I cancel a PO? Use the Cancel action on the PO, or contact your admin if cancellation is restricted.