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Inventory Purchase Order

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📋 Inventory Purchase Order (PO)

A Purchase Order (PO) is a record of stock you’ve ordered (or received) from a vendor. ORO POS supports 2 ways to handle POs depending on how your store operates.

📍 Where to Find This

Go to Back-Office → Inventory → Purchase

Inventory Purchase Order overview
📋 In This Page

🎯 The 2 PO Modes

Mode When to Use Best For
⚡ Direct Purchase Buy first, record after Small stores, walk-in vendor purchases
📨 Send PO & Receive Order first, deliver later (with formal PO) Large stores, regular suppliers

⚡ Mode 1: Direct Purchase

What it is:

You bought stock from a vendor (or local store), now you’re recording it after the fact. Stock is added immediately.

📌 Real Example

Owner ran out of buns at lunch rush. Drove to Costco, bought 100 buns for $30 cash. Now back at store, needs to record the purchase.

Direct Purchase Order screen

Steps

Step Action
1 Click New Purchase Order
2 Enter PO number, vendor, date, etc.
3 Add inventory items with quantities and costs
4 Click Save and Receive to fulfill immediately

The PO is now marked as “Fully Received and Closed”:

PO marked as fully received and closed
💡 Tip

If you want to save the PO and edit later (instead of receiving immediately), click Ok instead of Save and Receive.

📨 Mode 2: Send PO & Receive Later

What it is:

You send a formal PO to your vendor, they ship it later. Track it from Pending → Verified → Sent → Received.

📌 Real Example

Restaurant manager prepares weekly PO for Sysco on Monday — listing meat, vegetables, dairy. Submits PO. Gets owner approval. Emails to Sysco. Sysco delivers Wednesday. Manager marks the items received in ORO POS.

🔄 Full Workflow

Stage Action Status After
1️⃣ Create Manager creates PO with items 📝 Pending
2️⃣ Approve Owner verifies PO ✅ Verified
3️⃣ Send Email PO to vendor 📤 Sent
4️⃣ Receive Mark items as received (full or partial) 📦 Received / Closed

Step 1: Create Purchase Order

Create new Purchase Order
  1. Click New Purchase Order
  2. Enter PO number, vendor, expected date
  3. Add all inventory items with quantities
  4. Click Ok to save

Status now shows Pending:

PO with Pending status

Step 2: Digitally Approve

Verify PO step
  1. Click Verify
  2. Confirm date/time → click Ok

Status now shows Verified:

PO verified status
💡 Why Verify?

Approval prevents accidental orders. Often the manager creates POs but the owner verifies them before sending — adding a 4-eye check.

Step 3: Send PO to Vendor (Email)

Send PO to vendor
  1. Select the PO
  2. Click Order Info
  3. Email it to vendor

The vendor receives a formatted PO email like this:

Vendor email PO format

Step 4: Receive Items (Full)

Receive PO items
  1. Select the PO
  2. Click Receive
  3. If everything came as ordered, click Ok

Status changes to Fully Received & Closed:

PO fully received and closed

🚦 PO Status Flow

Status Meaning Stock Updated?
📝 Pending Created, not yet approved ❌ No
✅ Verified Approved by owner/manager ❌ No
📤 Sent Emailed to vendor ❌ No
📦 Partially Received Some items delivered, some pending ✅ Yes (only received items)
✔️ Fully Received & Closed All items delivered ✅ Yes (all items)

⏳ Partial Receiving

📦 Vendor delivered some items but not all?

That’s totally normal. ORO POS lets you receive what you got, and keep tracking the rest as pending.

📌 Example

You ordered 50 lb beef + 100 buns + 30 cases of soda. Truck arrives with everything except the soda (back-ordered).

  • Mark Beef = Received (50 lb)
  • Mark Buns = Received (100)
  • Mark Soda = Pending (0 of 30)

Status: Partially Received. Stock updated for beef + buns. Soda still pending.

A partially-received PO looks like this:

Partially received PO

When the soda arrives later, just receive the remaining items and the PO becomes Fully Received.

💼 Real-World Examples

📌 Example 1: Small Café (Direct Purchase)

Café owner walks to local farmer’s market, buys 20 lb of fresh tomatoes for $40. Returns to shop and records:

  • New PO → Vendor: Cash
  • Add: 20 lb tomatoes @ $2/lb
  • Click Save and Receive → Done in 30 seconds

📌 Example 2: Multi-Location Restaurant (Send PO & Receive)

Restaurant chain orders weekly from US Foods:

  • Mon AM: Manager creates PO with all items needed
  • Mon PM: Owner reviews and verifies
  • Mon PM: Manager emails PO to US Foods
  • Wed AM: Truck arrives, manager checks each item
  • Wed AM: Marks fully received → PO closes automatically

📌 Example 3: Standing Weekly Order with Partial Delivery

Bar orders weekly from beer distributor. PO has 5 different products. Truck arrives but 1 brand is out-of-stock at distributor.

  • Receive 4 of 5 items normally
  • Mark missing item as 0 received
  • PO status = Partially Received
  • Distributor delivers missing brand 3 days later
  • Receive remaining → PO closes

⭐ Best Practices

Tip Why
Use consistent PO numbering (e.g., PO-2026-001) Easy to find and reference
Always verify before sending Catches over-ordering or wrong vendor
Receive items same day as delivery Stock stays accurate, prevents confusion
Match received quantities against the invoice Catches shortages or vendor errors
Use “Cash” vendor for one-off purchases Avoids cluttering vendor list

📚 Related Guides

🔗 Continue Learning
→ Stock In / Out → Adding Vendors → Inventory Setup

📞 Need More Help?

Visit our knowledge base at guide.orocube.com or contact support at helpdesk@orocube.net

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