Purchase Orders
Purchase Orders connect the Vendor, ordered Items, quantities, and expected pricing before the stock physically arrives. Create an order, select the Vendor, add Item lines, enter order/header and pricing information, review, and save.
Oak Creek Goods example
Section titled “Oak Creek Goods example”The public purchasing example is PO #1, an ingredient order for HIGHPLAINS / High Plains Ingredients:
| Field | Example value |
|---|---|
| Order Date | 2026-09-02 |
| Expected Date | 2026-09-04 |
| Supplier Reference | HPI-260902-1047 |
| Currency | USD |
| Notes | Cherry Choco Trail Mix ingredient order. |
The order has kg lines for RM-ALMOND-RU / Roasted Almonds, No Salt; RM-CASHEW-RU / Large Roasted Cashews, No Salt; RM-PEPITA-RU / Roasted Pepitas, No Salt; RM-CHERRY-DRY / Dried Tart Cherries; and RM-CHOC-NAT / Natural Color Milk Chocolate Buttons. For example, order 1.5 kg each of almonds and cashews and 1 kg each of the other ingredients—enough for the 1.362 kg bulk example with stock remaining. These are fictional documentation quantities.
Lines and receiving
Section titled “Lines and receiving”Each line is an Item you intend to receive. The relationship later lets Purchase Receipts update received quantity without reconstructing the original order. Receive only what arrived for a partial shipment; receive a later Purchase Receipt for the remainder.
Use only Items already defined in Foundations. Enter the header and line information your operation needs, including expected quantities and pricing. The Purchase Order remains the plan; a Purchase Receipt is the record of what physically arrived.
The UI supports lifecycle values including Open, Partially Received, Received, Closed, and Canceled. Order-level controls allow Open, Closed, and Canceled; receiving derives the partial/received state from line quantities. Use Purchase Receipts when stock arrives.
Once an Item has appeared on a PO line, its UOM cannot simply be changed and the Item cannot be hard-deleted in a way that breaks that record.
Close or cancel an order deliberately when its remaining context should no longer be open for receiving. Preserve the purchase record so later receiving and history remain understandable.