Help centre · Purchase orders

Purchase orders

Purchase orders (POs) turn Stockpace's recommendations into an order for one supplier that you can check, send and later receive into stock.

Create a purchase order

You can start a PO in three places:

• Dashboard — press Create PO on a brand's row.
• Replenishment — pick a vendor in the Vendor drop-down and press Create PO (N lines) or Create empty PO.
• Purchase orders — press + New PO, type a few letters in Find vendor / brand, then choose With the N products to order or Empty PO.

The new PO opens as a draft with the recommended quantity for each product. It gets the next PO number (new stores start at 10001). A new PO is not kept until you press Save; if you close it without saving, Stockpace asks whether to discard it and the number is given back.

The PO head

Forecast settings

On a draft, the Forecast settings · vendor bar shows the vendor's lead time, days of stock and other forecast settings. Press Change to edit them. They are saved for the vendor and used on every future PO; empty boxes use the account setting. Press Save for … and recalculate. Stockpace asks whether to apply the new recommendation to the PO lines; if you say no, the lines stay as they are.

Edit the lines

Under Edit items:

• Add a product — search by name, SKU or barcode and pick it. Each product can appear on a PO once; if it is already there, change its quantity instead.
• + Add non-existing item — a line for a product that is not in Shopify yet. Type its name and barcode or SKU. You can create it in Shopify when the goods arrive; see Receiving stock.
• ↻ Refresh with today's sales — re-reads today's sales and stock for a draft. Lines whose numbers changed are marked amber and newly recommended products are added at the bottom in green. Quantities you set are not changed. Use Use today's recommendation on N changed to take the new figures, then ✓ Accept to make today the new baseline.
• Recommended Only / Recommended (Including Non-replenishable) / All Products of the Brand — show the vendor's other products below your lines, so you can tick and add them.
• Filter lines and Created — narrow the list, for example to products created in the last two months (NEW).

When a draft is missing NEW products of the vendor that have never been ordered, a banner lists them with Add them to this PO.

Line columns

Quantities you type are rounded up to the product's minimum and whole case packs. When a quantity is not a whole case or is below the minimum, a link offers to round it. needed N under the quantity shows what the forecast really needs.

Lines without a price are highlighted. You can still send the PO; the PDF and CSV show those prices blank.

A line that repeats a product already on the PO is marked repeat in red. Add its quantity to the first line and remove the repeat.

The sells at 0 / stops at 0 button on a line shows Shopify's Continue selling when out of stock setting for that product. Click it to change the setting in Shopify; Stockpace asks first.

Bulk actions on lines

Tick lines (or products shown below them) to get:

• + Add N to PO — adds ticked products with their recommended quantity (at least 1);
• ⊘ Mark not replenishable — removes them and stops recommending them;
• Replenish again;
• 🗑 Remove N from PO.

Totals and printed notes

Below the lines:

• Vendor address (printed), Additional details (printed) and Internal note (not printed). The first two start from the vendor's settings.
• Subtotal, Discount %, Tax (default % for lines without their own), Shipping and handling and Total.
• A warning when the order is below the vendor's minimum order value.

Press Save to keep your changes.

PDF and CSV

Press PDF or CSV at the top of the PO.

• The PDF has your logo (from Settings → Purchase orders), Ship To (the destination location) and Bill To addresses, the PO number, dates, extra reference and currency, the vendor address, every line with SKU, barcode, vendor reference, quantity and unit cost, the totals and the additional details.
• The CSV has one row per line: Name, SKU, Barcode, Vendor Reference, Unit Cost, Qty, Total, Currency.

Send it to the supplier

Sending PO emails from Stockpace is coming next. Until then:

1. Download the PDF (and CSV if your supplier wants it).
2. Email it to the supplier from your own mailbox. Put PO- followed by the PO number in the subject (for example PO-10001 Brand name), so Stockpace can follow the supplier's replies.
3. In the PO, press Mark as sent.

The PO's status becomes sent and its units count as on order. The Send to supplier… button opens the email form, but it cannot send yet.

Statuses

Actions by status:

• Draft: Mark as sent, Delete draft.
• Sent: ✎ Edit lines (change quantities or add items; the supplier is not told), 📦 Receive into stock…, ✓ Mark received (status only — Shopify stock is not changed), Back to draft, Cancel PO.
• Partial: ✎ Edit lines, 📦 Receive into stock…, ✓ Mark received.
• Received: Undo received when no stock was added; Mark part-received when some lines came short, so the missing units count as on order again.
• Cancelled: Back to draft.

See Receiving stock.

The purchase orders list

The Purchase orders tab lists your POs. Open shows draft, sent and part-received POs; All, incl. Inventory Planner archive shows every PO, including any you imported. Click a row to open the PO. Point at a PO number to see its lines.

Drag a column heading onto another to move it; the order is kept in this browser.

More columns, such as Received, Currency, Supplier order and By, are in the column picker.

Supplier status and tracking

When you have connected a mailbox in Settings → Supplier documents, Stockpace reads it once a day for replies about your POs. It looks for PO- and the PO number in the subject, so keep that in your emails to suppliers.

Supplier status moves through: Awaiting reply → Confirmed → Processing → Packed → Waiting for our label → Label sent → Shipped → In transit → Out for delivery → Delivered. Point at the status to see the emails it is based on.

• Reply needed — the supplier asked a question.
• Pay … — the supplier asked for payment and no payment confirmation was found in the thread. Shown until the goods ship.
• Tracking — the tracking or waybill number from the dispatch email or carrier notice. Click it to open the carrier's tracking page. ≈ means it was matched by shipper and dates, not by PO number.
• ETA / delivered — the delivery date, or the carrier's estimate.
• Supplier order — the supplier's own order number.

Stockpace only reads the mailbox. It never sends, moves or deletes mail.

Extra reference (supplier invoice number)

The supplier's invoice number is filled in automatically when Stockpace reads a matching invoice from your mailbox, Dropbox folder or uploads (see Supplier documents). You can also type it in the list or on the PO; press Enter or click away to save. Numbers you type are never overwritten.

• ⚠ — a likely match: the invoice does not carry your PO number. Check it, then press Confirm (in the list) or ✓ Invoice … is right for this PO (on the PO). A confirmed invoice stays linked for good.
• 📄 — point at it to preview the invoice.
• 📎 — no invoice found: attach it by hand. Type the invoice number and date, choose the file (PDF, PNG or JPG, up to 15 MB) and press Save and link.

Bulk actions in the list

• Match supplier invoices — checks every PO against the supplier invoices read so far and fills Extra reference. References typed by hand are never changed.
• Send invoices to Xero (N POs)… — tick POs first. Creates Draft bills in Xero for their linked invoices, after a preview. Growth plan and above.
• Invoice numbers from Xero… — for POs without an Extra reference whose Xero bill carries the PO number: preview, tick, Apply, and Undo this batch if needed. Growth plan and above.
• Xero Sync — sends POs made in Stockpace to Xero as Draft purchase orders. Growth plan and above.
• Delete Inventory Planner POs… and Close invoiced Inventory Planner POs… — only for POs you imported from Inventory Planner. See Importing data.

On a phone, the list shows each PO as a card with the essentials, and some of these buttons are hidden.

Still stuck? Email support@stockpace.app — we reply within one working day.