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Purchase orders

The Stocky app helps you process, edit, and receive purchase orders (PO).

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Creating a purchase order

If you're creating a PO using a suggestion from Stocky, then you need to pick the number of days you want your stock to last for. POs can be regenerated at a later point in the process.

Step 1: Open a purchase order

  1. In Stocky, click Purchases.
  2. Click Create Purchase Order.
  3. Using the drop-down menu, select which vendor or supplier the PO is for.
  4. Depending whether you selected a vendor or supplier, do either of the following steps:
    • If you choose Vendor, then select which vendor your PO is for from the drop-down menu.
    • If you choose Supplier, then select which supplier your PO is for from the drop-down menu. A supplier is a group of vendors. If you want to create a multi-vendor purchase order, then you have to create a new supplier first.
  5. Use the Generate drop-down menu to choose the PO generation type. You can generate a blank PO or a PO based on Stocky's suggestion.
  6. Optional: If you choose to generate your PO based on Stocky's suggestions, then use Suggest for (days) to enter the number of days that you want your new stock to last for.
  7. Use the Location to receive stock drop-down menu to select the location that you want the PO delivered to.
  8. Optional: If you choose to generate your PO based on Stocky's suggestions, then use Base forecast on to select how you want Stocky to generate your PO.
  9. Select Create purchase order.

Step 2: Add products to a purchase order

You can add, edit, or remove any items from a PO, or change the demand forecasting options.

When you're done choosing the criteria for Stocky's demand forecast, select Regenerate to refresh the PO with the updated forecast.

If you chose to create a PO based on Stocky's demand forecast, then review Stocky's inventory suggestions. To manually add an item to your PO, use the Add Products form.

You can edit the following details about your products:

  • Shelf: add a shelf name or number.
  • Aisle: add an aisle name or number.
  • Cost (base): edit the cost price for one or all variants for this product.
  • Quantity: edit the number of each variant to have in the purchase order.

Step 3: Edit payment and shipping details on a purchase order

In the payment and shipping details form, edit the following sections that apply to your purchase order:

  • Payment details
  • Shipping address
  • Invoice number
  • Supplier order number
  • Receive location (the location you want the purchase order shipped to)
  • Dates (PO date, invoice date, expected date, ship date, and cancel date)
  • Notes (such as, employee name, supplier information, or a reason)

Step 4: Add Discounts to a purchase order

You can add a discount to your purchase order.

Steps:

  1. Next to the product search field, click New > Other.
  2. Enter the discount amount in the Cost Price field.
  3. Optional: select a Tax type and add a description.
  4. In the Quantity field, enter 1.
  5. Click Add.

Step 5: Send a purchase order

There are multiple ways to send a PO to a supplier:

  • From Stocky: You can send the PO directly from Stocky as a PDF or CSV file using email.
  • By email: You can download the PO and manually send your copy of the PO using email.
Stocky

  1. From your Shopify admin, go to Settings > Apps and sales channels.

  2. Click Stocky.

  3. Click Open app.

  4. In Stocky, click Purchases.

  5. Click the PO number of the purchase order that you want to send.

  6. Click Send.

  7. Enter your name and email address in the Contact name and Contact email field. You only need to enter these details one time and then they will apply to all future purhcase orders.

  8. Review the details in the Send purchase order dialog.

  9. Optional: Check Attach CSV to send the PO details as a CSV file as well.

  10. Click Send.

Email

  1. From your Shopify admin, go to Settings > Apps and sales channels.

  2. Click Stocky.

  3. Click Open app.

  4. In Stocky, click Purchases.

  5. Click the PO number of the purchase order that you want to send.

  6. Click Download, and choose your preferred option:

    • PDF
    • Plain Text
    • CSV

  7. Include the PDF or CSV file as an attachment on any regular email that you send to your supplier. If you opted to download your PO as plain text, then copy and paste the PO content into the email body itself.

Step 6: Confirm the purchase order

When your PO is ready click Mark as ordered. Clicking Mark as ordered marks all items in the PO as "not received".

Items included in your PO display in the following areas:

  • In the Shopify admin, in the Incoming column of the Inventory card on the product page
  • In the Shopify admin, in the Incoming column of the Inventory page
  • In Shopify POS on the product details page

Receiving the purchase order at your store

After your new stock arrives at your store, you can sync it with Shopify by clicking Receive Selected. If an item is missing, then you can sync it at a later date by unchecking the item before clicking Receive Selected.

You can also partially receive and backorder your POs and receive a PO with a barcode scanner.

Partially receive and backordering

If your supplier has sent a different amount of items than you expected, or some items have been damaged in transit, then you can partially receive an item and place the remaining items on backorder.

Steps:

  1. Click the arrow button in the Quantity column of the item.
  2. In the drop down menu, select Partially receive.
  3. Select the number of items to receive later by backorder.
  4. Optional: write a note for the reason for the backorder.
  5. Click Update.

The item is now split into two rows.

Receiving an order with a barcode scanner

You can receive items on a PO using a standard USB barcode scanner.

Steps:

  1. On the PO, click More actions > Barcode scanner receive.
  2. Scan each item to increase the scanned count, or update the quantity manually in the Receive section.
  3. After you scan all your items, click Receive Scanned > Receive & Sync to update your Shopify stock levels.

Separated line items for partially received purchase orders using Shopify POS

Line items in purchase orders are separated by their status when using the Stocky Purchase Orders POS UI extension, in order to improve supplier management and purchase order finalization.

Purchase order inventory can fall into three different statuses:

  • Not received - Inventory hasn't been reviewed, and isn't available for sale.
  • Received - Inventory has been reviewed and is available for sale.
  • Rejected - Inventory has been reviewed and isn't available for sale.

An Extra label displays along with Received or Rejected to highlight overages. Incoming purchase order inventory is displayed in Shopify Admin and Shopify POS.

Stock level restrictions

Stocky lets you set stock level restrictions when you use the PO forecast feature.

The minimum order is the minimum number of items that you need to order. For example, if your PO forecasts that you need to order 67 of an item but the minimum order is 100, then 100 items are added to the PO.

The minimum stock is the minimum amount of stock that you should have available. For example, if you have 40 of an item already in stock and your minimum stock level is 100, then your PO forecast suggests to order at least 60.

The maximum stock is the maximum amount of stock that you can have available. For example, if your PO forecasts that you need 30 of an item but your maximum stock limit is 20, then 20 items are added on to the PO.

The minimum order always takes precedence over maximum stock. Suppose that you have a maximum stock limit of 100 and a minimum order of 20. If you have 90 in stock, then the PO forecast suggests that you order 20, even though that means you'd exceed your maximum stock limit.

The demand forecast types Fill Shelves, Fill Shelves (if below min), and Target stock level take precedence over minimum order when using the PO forecast feature.

Set minimum and maximum stock values

  1. In the Stocky app, click Locations.
  2. Select a location.
  3. Enter your minimum and maximum stock values.

Set minimum order quantities

  1. In the Stocky app, click Vendors.
  2. Select a vendor.
  3. Click Settings.
  4. Click Order limits.
  5. Enter your minimum order quantities.
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