Set up suppliers and receiving locations
Create a supplier with a name and optional email and address. Choose the stock location that will receive the parts. Each line must reference an active part in the same workspace. Existing part costs can seed a line, but review the supplier’s current price before ordering.
Review the draft
A purchase supports up to fifty distinct part lines with quantities and unit costs to two decimal places. Choose the currency and optional expected delivery date and notes. The displayed subtotal excludes taxes and freight. Creating a draft does not change stock, email a supplier or charge a payment.
Mark ordered and share the document
Once the purchase is agreed, mark it ordered. Open the printable purchase order for your own supplier handoff. If you use Xero, export the order as an accounting draft and review it there before approval.
Record what actually arrived
Enter a delivery reference and the quantities received against outstanding lines. Partial delivery leaves the order partially received. Full delivery marks it received. Receipt quantities cannot exceed what remains on the order. The stock balance and purchase receipt movement are written together, and repeating the same receipt request does not add stock again.
Cancel only the outstanding remainder
Draft, ordered and partially received purchases can be cancelled with an explicit confirmation. Already received stock and receipt evidence stay intact. This workflow does not perform invoice matching, supplier payments, tax calculation or warehouse bin optimization.