Purchase orders

A purchase order records what you want to buy from a supplier. Creating an order does not increase stock on hand: stock increases when you record the delivery.

Set up the supplier's products

Do this in the TablePort console before ordering.

Open your business and go to Stock → Stock Items. Create each product you buy, with its base unit of measure.
Add its packaging variants, such as a bottle or a case of 12. Check the pack size: it determines how much stock is added when a pack is received.
Go to Stock → Suppliers, open the supplier, and select Add item.
Choose the stock item and its variant. Enter the supplier's unit cost for that variant and, if useful, their product code. Save the item.
Repeat for the products you buy from this supplier. Keep the stock items, variants, and supplier catalogue entries active.

The same product can be linked to more than one supplier, with a different price for each. Creating a stock item alone does not link it to a supplier.

Create an order in the console

Open the location's Stock → Purchase Orders page and select New purchase order.
Choose the supplier. The sheet shows only their active products and packs, with the saved price per pack. Search by product name, SKU, or supplier code.
Enter Packs to order beside each pack you want. Selected products stay below the sheet when you search or change pages. Check their quantities and prices; you can change the price for this order.
Add an expected delivery date and notes if needed, then select Create order.
Open the order to review it. Use Edit draft to change a saved draft. Use Submit for Approval and the approval actions when required by your purchasing workflow.
Use Send to Supplier when available to send the order. Saving a draft is separate from sending it. You can also download the order as a PDF.

Quantities and prices must use the same unit. For example, ordering 3 cases of 12 bottles at £24 per case means 36 bottles for £72.

Changing the supplier after entering quantities asks you to confirm clearing the current lines, so products and prices from the previous supplier do not carry over.

Create an order in the staff app

Open Stock and choose New PO.
Select the supplier. Only products linked to that supplier are shown. Search for a product to add.
Add a product, choose its pack or base-unit quantity, and check the suggested cost. Repeat for the remaining products.
Use Save draft or Save and submit for approval. Use Resume draft to continue a saved order. Creating and submitting require a connection.
If the app says the draft is saved but submission could not be confirmed, check that existing order's status in the Console before trying again.

Read validation beside the barcode field or save actions. Correct the supplier, product/pack, positive quantity, or missing price in the same draft. A product already on the order needs its existing quantity updated, not another line. A dismissed validation message is not evidence that the order was saved.

Barcode entry checks that the product and pack belong to the selected supplier. Check the supplier catalogue and use Refresh products if a pack changed. Do not choose an unrelated product to bypass a missing supplier link.

Receive a delivery

In the console, open the purchase order and select Receive when available. In the staff app, use Receive PO from Stock.
Record the quantities that actually arrived, using the displayed units. Check the costs against the delivery paperwork.
Confirm the receipt. A partial delivery leaves the remaining quantity open; receive the rest when it arrives.

Do not record the full ordered quantity if only part of the delivery arrived. Use Receive a PO delivery for actual quantities, rejections, and substitute products, or Delivery without an order for goods not being received against a PO.

A product is missing from the picker

Check that you chose the correct supplier and clear any search text.
Open Stock → Suppliers in the console and add the product's packaging variant to that supplier's catalogue.
Check that the supplier, product, variant, and catalogue entry are active.
In the Console, Add an item they don’t list can offer another stocked product and pack. Check its price and the notice that it is added to the supplier's list when saved. The app's PO picker still requires supplier links.
Use Manage supplier products to open the catalogue, then Refresh products after adding a missing link.
In the staff app, products already added to the draft are removed from the available-products list; edit their existing line to change the quantity.

Set up supplier links before ordering so the correct pack prices are available. If a supplier price does not fill in, check the catalogue link and selected pack rather than assuming an empty price means the goods are free.

For reviewed suggestions and supplier comparisons, see Auto-Order and Order Builder.

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