Purchase Orders Overview

The Purchase Orders Overview helps you plan and receive inventory from suppliers. Use it to track PO status, preview and export PDFs, upload orders by CSV, and manage shipments related to each PO.

Quick Access

Go to Purchases → Purchase Orders, or navigate directly to /purchase-orders.

Why Use Purchase Orders?

Purchase Orders let you formally request and track inventory replenishment from suppliers. Create POs with multi-location product assignments, import in bulk via CSV, and track each shipment from creation through receiving — so your stock levels stay accurate and supplier relationships stay organized.

Inventory Replenishment

Create and track purchase orders to restock products and avoid stockouts.

Supplier Coordination

Keep supplier and delivery details together with each PO for clear communication.

Actionable Table

Work from a customizable table with filters, columns, and per‑row actions like preview, print, and edit.

CSV Upload

Import POs in bulk using a guided CSV upload with location and template selection.

How to Access and Navigate

1. Open Purchase Orders

   Click Purchase Orders in the main menu. The page header shows the title “Purchase Orders” and tools for filters, columns, and actions.

2. Use Saved Filters

   Click Filter List to pick a saved filter. The table updates using advanced search (applies search_v3 under the hood).

3. Customize Columns

   Open Columns to show/hide fields and reorder them. Your preferences are saved per user/view.

4. Actions Menu

   Click the three‑dot actions button in the header to quickly Create purchase order or Import CSV.

Key Features

Purchase Order Table

A lazy‑loaded, scrollable table with selection and expandable rows. Expand a row to view shipment details related to that PO.

Row Actions

Per‑row menu includes: Preview, Print, Download (draft only), Edit (draft only), Clone, Resend Email (non‑draft), and Remove (draft only).

Preview & PDF

Open a PO preview in a dialog, print as PDF, or download the PDF file when available.

Pagination

A paginator is shown below the table. Change rows per page and navigate across result pages.

Creating and Importing POs

Create a Purchase Order

1. Header Actions → Create purchase order

   From the actions menu, choose Create purchase order. You’ll be routed to /po-create to build a draft PO.

2. Complete and Save

   Fill in the details and save. Draft POs can be edited until confirmation.

Upload Purchase Orders by CSV

Open the actions menu and select Import CSV to launch the guided dialog. Tabs include:

• Upload Purchase Orders by CSV: step‑by‑step flow
• Templates: view or download available templates

1. Upload CSV File

   Select your .csv file. You can remove and reselect before continuing.

2. Select Fulfillment Location

   Choose a location where items will be received.

3. Select Template

   Pick a CSV mapping template (if none available, you’ll see “No templates available”).

4. Finish

   Confirm to upload. A success message appears; you can view status in Feed History.

💡 Best Practices

Use Saved Filters

Save commonly used criteria (e.g., supplier, status, date range) and apply with one click.

Keep Columns Focused

Hide fields you don’t need and reorder important ones to the left for faster reviews.

Work in Draft First

Create and refine POs in Draft. Edit and download options are available while in draft.

Preview Before Sending

Use Preview and Print to verify contents before emailing suppliers or confirming.

Troubleshooting

• PO actions disabled: Some actions only appear based on status (e.g., Edit/Download for draft; Resend Email for non‑draft).
• POs not showing: Clear saved filters, remove search criteria, or adjust pagination. Ensure the correct fulfillment location is selected during CSV import.
• CSV upload issues: Verify file format and selected template. After upload, check Feed History for processing status and errors.

Receiving Inventory

How inventory is received depends on your fulfillment location type:

Local Fulfillment Locations

For local (OmniOrders-managed) fulfillment locations, you manually process incoming inventory:

• Click Process button when shipment is “in transit”
• Enter received quantities for each item
• System updates inventory as items are received
• See Process PO Shipments for detailed receiving workflow

External Warehouses

External warehouses (ShipEdge, Amazon, 3PLs) receive inventory automatically:

• Warehouse receives shipment and updates their system
• Inventory syncs to OmniOrders via API or webhook
• No manual processing needed in OmniOrders
• Progress bars show received quantities automatically

Location Type Matters

The receiving method depends on your fulfillment location type. Check your location’s type in Fulfillment Locations settings if you’re unsure which workflow applies.

Related Links

Next Steps:

• Creating Purchase Orders
• PO Shipments
• Process PO Shipments
• Managing Suppliers