An order records what you asked for before anything arrives. Keep it as a draft while you check it, then share it with the supplier as a PDF.
5 things it does
Write down what you have ordered before the goods arrive
In every edition
How do I order goods from a supplier before they arrive? Make a numbered purchase order for a supplier. It can be edited while it is a draft, and it changes neither stock nor the supplier balance.
Without it
You agree goods with a supplier over the phone. Weeks later nobody remembers exactly what was asked for, and the delivery is checked against memory.
With it
A numbered purchase order records what you asked for. It can be changed while it is a draft, and it does not change your stock or what you owe the supplier.
Make an order for a supplier with the products and quantities you want. It gets its own number, so you can find it later. While it is a draft you can change it, and once it is sent it is fixed. An order changes neither your stock nor what you owe, because the goods have not arrived yet. It does not carry tax or charges, and it cannot be emailed from here.
An order is written down before the goods arrive, and it can still be changed while it is a draft.
Other ways people ask this
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Turn the low-stock list into draft orders, one for each supplier
Basic and Professional
Can the shop make purchase orders for what is running low? From the reorder list, the shop drafts one purchase order for each preferred supplier. Items that could not be placed are listed back.
Without it
Stock runs low on many lines at once. Writing an order for each supplier by hand takes a long time, and a line can be left off because nobody noticed it.
With it
From the reorder list the shop drafts one purchase order for each preferred supplier. Any item it could not place is listed back to you.
Open the reorder list, which shows what is running low. Items that could not be placed are listed back to you rather than dropped. The drafts are yours to check and change before you send them.
Other ways people ask this
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A large order waits until someone other than its maker approves it
In every edition
Does a large purchase order need someone else to approve it? Above a set amount, an order waits for approval from someone other than the person who made it, and the approval is given on the same screen.
Without it
A large order can go to a supplier on one person's say-so, and the owner hears about it only after the goods are on their way.
With it
Above a set amount, the order waits for approval from someone else, given on the same screen. The person who made the order cannot approve it.
Each order is checked against an amount the shop sets. Above that amount, the order is not sent until a different person approves it. The owner can approve it in place, on the same screen. The person who made the order can never approve their own, and an order below the amount goes through without that step.
Other ways people ask this
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Send a purchase order to your supplier as a PDF, ready to share
In every edition
Can I send a purchase order to my supplier as a PDF on WhatsApp? A purchase order is saved as an A4 PDF. Sharing saves the PDF and opens WhatsApp to the supplier's number, and the person sends it.
Without it
You write the order in a notebook or call it in, and the details slip. The next delivery arrives with the wrong goods or the wrong count.
With it
The order is saved as a numbered A4 PDF. Sharing saves it and opens the chat with the supplier's number, and you press send yourself.
A purchase order is written as an A4 PDF, with your business details and terms on it. Share saves the PDF to your computer and opens your chat app on the supplier's number. If there is no number for the supplier, the app lets you choose a chat. You check the message and press send yourself. To print the order, open the PDF and print it.
The order can be made into a PDF and shared by WhatsApp from the order screen.
Other ways people ask this
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Close an order that will not arrive in full, and write down why
In every edition
What do I do with an order that will not be filled in full? Close an order short, with a reason, once part of it has arrived. An order that was sent but has nothing received can be cancelled.
Without it
A supplier sends part of an order and says the rest will not come. The order stays open on your list, and you keep waiting for goods that are not coming.
With it
You close the order with a reason once part of it has arrived. An order that was sent but has nothing received can be cancelled instead.
Open the order and choose Close order if part of it has arrived. Type the reason the rest will not come, and the order closes with that reason kept with it. If nothing has arrived, and the order was sent, choose Cancel order instead. Either way the order is no longer waiting on the supplier.
Other ways people ask this
close a purchase order that will not arrive in full