Creating Purchase Orders

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Create purchase orders to plan inventory replenishment from suppliers. The multi-step creation process guides you through supplier selection, warehouse locations, product quantities, delivery details, and final confirmation.

Why Create Purchase Orders?

Creating a Purchase Order in OmniOrders generates a formal restock request sent to your supplier, with quantities assigned to one or more fulfillment locations. The guided workflow validates quantities, tracks what’s ordered versus received, and updates inventory automatically when shipments arrive.

Restock Inventory

Order products from suppliers to maintain stock levels and prevent stockouts.

Multi-Location Support

Assign products to one or more warehouse locations in a single purchase order.

Guided Workflow

Follow a 5-step process that ensures all required information is collected before submission.

Draft and Confirm

Save as draft to continue editing, or confirm to finalize the purchase order for shipping.

Creating a Purchase Order

Select Supplier

Choose the supplier you’re ordering from. Click the supplier card or search by name. You must select a supplier before continuing to the next step.
Select Warehouse Location

Choose one or more warehouse locations where products will be received. You can select multiple locations if you need to distribute inventory across warehouses.

Note: If no locations are selected, you’ll see an error: “Please select a location”
Select SKUs

Add products to the purchase order and set quantities for each location:
- Add Products: Click the add button to search and select SKUs
- PO Qty: Total quantity being ordered from supplier
- Location Quantities: Distribute the PO qty across selected locations
- Unassigned: Shows any remaining units not assigned to locations (must be 0 or higher)
- Adjust PO Qty: Quickly adjust total quantities for multiple products
- Delete: Remove products from the purchase order
Validation: The “Unassigned” column shows if quantities don’t add up. Red values indicate over-assignment. All products must have valid quantities before proceeding.
Delivery Sites (Optional)

Configure delivery information for each warehouse location:
- Ship To: Company name, email, phone, contact person, and address
- Edit: Click the pencil icon to update delivery details
- Delivery Details: Set expected date and estimated shipping cost
- SKU Quantities: View which products and quantities go to each location
Skip Option: Click Skip Delivery Sites if you want to skip this step and move directly to preview.

Validation: Required fields include company name, email, first name, and last name for each delivery site.
Review Purchase Order

Preview all purchase order details before saving:
- Supplier information
- Warehouse locations and delivery sites
- Complete product list with quantities and pricing
- Total amounts and costs
Save Options:
- Continue Editing: Return to make changes without saving
- Save as draft: Save and continue editing later (status: draft)
- Save PO: Save the purchase order (status: open)
- Save and Confirm PO: Finalize and confirm the purchase order (status: confirmed)

Key Features

Step Navigation

Move between steps using Continue buttons. Click step numbers to return to completed steps.

Quantity Distribution

Automatically track unassigned units as you distribute quantities across locations.

Error Prevention

Validation messages appear if required fields are missing or quantities are invalid.

Flexible Saving

Choose between draft, open, or confirmed status based on your workflow needs.

Understanding PO Quantities

When adding products to a purchase order:

PO Qty: The total quantity you’re ordering from the supplier
Location Quantities: How much goes to each warehouse location
Unassigned: Calculated automatically as: PO Qty - Sum of all location quantities

Example:

PO Qty: 100 units
Location A: 60 units
Location B: 40 units
Unassigned: 0 units ✅ (valid - all units assigned)

Invalid Example:

PO Qty: 100 units
Location A: 60 units
Location B: 50 units
Unassigned: -10 units ❌ (invalid - over-assigned by 10 units)

💡 Best Practices

Verify Supplier First

Confirm you’ve selected the correct supplier before adding products to avoid mistakes.

Plan Distribution

Think about your warehouse needs before distributing quantities. Consider demand and storage capacity.

Use Draft Status

Save complex purchase orders as drafts if you need to gather more information or get approvals.

Review Before Confirming

Always check the preview screen carefully. Confirmed purchase orders cannot be edited.

Common Validation Messages

“Please select a supplier”: You must choose a supplier in Step 1
“Please select a location”: You must choose at least one warehouse location in Step 2
“Please select at least one SKU”: You must add products in Step 3
“SKUs exceeding quantity”: One or more products have negative unassigned values (over-assigned)

After Creating a Purchase Order

Once saved, you can:

View the purchase order in the Purchase Orders list
Edit draft purchase orders before confirmation
Print or Download PDF for supplier communication
Track Shipments as products are received
Clone to create similar purchase orders quickly

Troubleshooting

Can’t proceed to next step:

Check for error messages in red text
Verify all required fields are filled
Ensure quantity validation passes (no negative unassigned values)

Supplier not showing:

Verify the supplier is active in your system
Check that you have permission to order from this supplier

Products not appearing:

Ensure products are linked to the selected supplier
Verify products are active and not discontinued

Delivery site validation fails:

Fill in all required contact fields: company name, email, first name, last name
Check that email addresses are valid

Next Steps:

Purchase Orders Overview - View and manage all purchase orders
PO Shipments - Track incoming shipments
Managing Suppliers - Set up supplier information