How to create a supplier purchase order

In InnoBooks, creating a supplier purchase order takes just a few minutes: start a new order, add items with their supplier, quantity and unit price, then save. The order moves to Current Orders, where you can receive it and track its status. Here’s the full walkthrough.

What you’ll need #

• Permission to access Purchases.
• At least one inventory item, with a supplier and SKU attached.
• A supplier contact (you can create one directly from the form).

Steps #

1. Open the purchases page

   From the menu, open Expenses, then Purchases. The page has three tabs: All Purchases, Current Orders and Orders History.

   

2. Start a new purchase order

   Click New Purchase Order at the top right. InnoBooks creates a draft and opens the New Order window. You can add several items from different suppliers there.

3. Fill in the dates and contact

   Choose the Expected On date and the Close On date. In the Contact field, select the supplier (Select contact) or create a new one. The contact’s details appear below the field.

4. Add the order lines

   Under Purchase Lines, click + Add for each product. Select the Item, then the Supplier: the SKU and Unit price fill in automatically from the supplier record. Enter the Quantity and adjust the Unit price if needed.

5. Save the purchase order

   Click Save. The purchase order appears in the Current Orders tab with its Order No. and status.

6. Receive the order (Optional)

   When the goods arrive, open the Current Orders tab and click Receive order. Select the received SKU (the window shows the Unit price, the Q.ty Ordered and the Q.ty Remaining), then enter the received Quantity and save.

Tips & edge cases #

• You can also start an order from the All Purchases tab: each item shows an Add to Order button, along with its Inventory Q.ty and Minimum Q.ty.
• On a current order, the actions menu offers Edit and Receipt. In edit mode, the Status field becomes editable (Draft, Submitted, Partially Received, Fully Received, Closed, Cancelled, Sent).
• A single purchase order can hold several lines and several suppliers.
• The Orders History tab keeps past orders; the Details button shows their contents.

Frequently asked questions #

How do I receive an order partially? #

In the Current Orders tab, click Receive order, choose the SKU and enter the Quantity actually received. The Q.ty Remaining shown tells you what is still to receive.

How do I add a supplier that doesn’t exist yet? #

In the form’s Contact field, use the create option to add a new supplier contact without leaving the purchase order.

Does the purchase order include taxes? #

The order form captures the Quantity and Unit price per line; it has no separate tax line. Purchase taxes are handled when you record the expense.

Related articles #

• Set up recurring expenses
• Track transport and mileage expenses