Purchase Order Management Module
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Purchase Order Management Module
Procurement from supplier order through receipt and invoicing
Module Purpose: Create and track purchase orders (POs), approve them, receive goods into inventory, and record supplier invoices
Primary Users: Procurement, Warehouse staff, Managers, Admins
Last Updated: June 4, 2026
Overview
Purchase orders link a supplier, location, and line items (products, quantities, unit costs). The lifecycle moves from draft/pending through approval, receiving, and optional invoicing. Received quantities update inventory at the target location.
UI Paths
| Task | Route |
|---|---|
| List POs | /dashboard/purchase-orders |
| Create PO | /dashboard/purchase-orders/new |
| PO detail | /dashboard/purchase-orders/[id] |
Permissions
| Permission | Action |
|---|---|
purchaseOrders:list | View purchase orders |
purchaseOrders:create | Create new POs |
purchaseOrders:update | Edit, approve, reject, receive, invoice |
purchaseOrders:delete | Delete POs (when allowed) |
The sidebar label PO maps to resource purchaseOrders.
PO Lifecycle
flowchart LR
Create[Create PO] --> Pending[Pending / Draft]
Pending --> Approve[Approve]
Approve --> Receive[Receive goods]
Receive --> Invoice[Record invoice]
Typical statuses
Statuses are returned by the backend and may include variants such as Pending, Approved, Partially Delivered, Delivered, and Rejected. Use the PO detail screen as the source of truth for the current state.
1. Create
- Go to PO → New.
- Select supplier and location.
- Add line items (product, quantity, unit cost).
- Save the PO.
2. Approve / reject
Users with purchaseOrders:update can approve or reject pending orders from the PO detail view. Rejection should include a reason when prompted.
3. Receive
Receiving records quantities received against each line and updates stock at the location. Partial receives are supported when the backend marks the PO as partially delivered.
4. Invoice
After receipt, record supplier invoice number, amount, and date to close the financial loop on the PO.
Integration
- Suppliers — required on every PO (Supplier Management)
- Products — line items reference catalog products
- Inventory — receiving increases on-hand stock at the selected location
- Locations — configured under Settings → Locations
Best Practices
- Verify supplier and location before submitting for approval.
- Receive against the PO rather than manual inventory adjustments when possible.
- Match invoice totals to received quantities and agreed unit costs.
Last Updated: June 4, 2026