Purchase Orders & Suppliers

Overview

Verbstack's supplier and purchase order system helps you track where your inventory comes from, what it costs and what is on order. Link suppliers to purchase orders and keep a record of your sourcing.

Requires Pro or Max

Purchase orders and supplier management are on Pro and Max. Your 14-day trial includes them. Creating or changing a purchase order needs the Editor or Admin role.

Managing suppliers

Navigate to Inventory > Suppliers or Settings > Suppliers to manage your supplier list:

  • Add a supplier: Enter the supplier's name, contact details, lead time, currency, payment terms and notes
  • Edit or delete: Update supplier details as your relationships change
  • Lead time: The Planner uses a supplier's lead time to date the reorders of its listings

Click a supplier to open its own page.

Creating purchase orders

From the Planner

  1. Go to Inventory > Planner and tick the listings to reorder
  2. Press Create Draft PO. The pane opens beside the Planner and groups your picks by supplier
  3. For each supplier, choose New Draft, or add to that supplier's open draft
  4. Check each quantity. Each starts at the listing's Reorder Qty
  5. Press the button at the foot of the pane

A listing already on the open draft adds to its line, at the draft's unit cost. A new line takes the listing's cost today. If a draft changed while you worked, nothing is saved, and the pane says which draft changed. Your quantities stay.

A listing marked "This is a unique item" on Reverb is not restocked from a supplier. The pane leaves it out and says how many it left out.

By hand

  1. Go to Inventory > Purchase Orders
  2. Click Create PO
  3. Select a supplier, or No Supplier
  4. Add line items with quantities and unit costs
  5. Click Create PO. Verbstack saves it as a draft

PO status lifecycle

Purchase orders move through these statuses:

  • Draft: Created but not sent
  • Ordered: Sent to the supplier with Submit to Supplier
  • Shipped: Marked with Mark Shipped
  • Received: Marked with Mark Received
  • Cancelled: Order was cancelled

Filter the list with All, Drafts, Awaiting Receipt, Overdue, Received and Cancelled.

Units on order

Units on draft, ordered and shipped purchase orders count as on order in the Planner, until they are received. They move a listing's Reorder By later and can lower its Reorder Qty. Cancel or delete a draft you will not send, or its units keep counting.

Costs

A purchase order you have placed shows in Profit > Cashflow as inventory bought, in the month you ordered it. A purchase order does not change a listing's Cost of Goods. Set that on the listing.

Supplier table

The supplier table shows each supplier's Name, Primary Contact, Email, Phone, Website, address, Lead Time, Currency, Payment Terms and Notes.