Purchase Orders

GoStock's purchase order workflow takes you from creating a PO all the way through sending it to your supplier, receiving stock, and recording payment — with full tracking of partial shipments, discrepancies, and backorders along the way.

Creating a Purchase Order

1. Go to Purchase Orders in the left navigation.
2. Click New Purchase Order.
3. Select a supplier from the dropdown at the top of the form. Once you select a supplier, GoStock immediately loads replenishment suggestions for that supplier and auto-fills the Expected Delivery date based on the supplier's configured lead time.
4. If you have more than one location, select a Destination from the dropdown next to the supplier. If you have only one location, it is selected automatically.
5. Add products to the order using one of three tabs:
   • Suggestions — GoStock shows products below their reorder point for this supplier, with current stock, days until stockout, suggested order quantity, and unit cost. Select the items you want (all are pre-selected by default) and click Add items to order.
   • Search & Add — Search for any product by name, SKU, or barcode. Click + Add Item to add a blank line, then type in the search field to find and select a product.
   • Scan — Type or scan a barcode to add products one at a time. Unknown barcodes will prompt you to create a new product on the spot.
6. For each line item, set the Quantity and confirm the Unit Cost. You can also optionally fill in the Vendor SKU and Pack Size fields. If you have configured supplier product links, the unit cost and vendor SKU will auto-fill when you select a product.
7. To add the optional order details (reference number, expected delivery date, discount, notes, shipping cost, and other costs), click Reference, notes, discount... to expand that section.
   • PO Reference — Your internal reference or the supplier's order number.
   • Expected Delivery — The expected arrival date.
   • Discount — Apply a percentage or fixed-amount discount to the whole order.
   • Notes — Internal notes (not sent to the supplier).
   • Shipping Cost — Freight or delivery charges.
   • Other Costs — Duties, customs, handling fees.
   • Sync landed cost to Shopify — When checked, GoStock will update your Shopify product costs with the landed cost after you receive the shipment.
8. Click Save as Draft to save without sending, or Save & Send to mark it as Sent immediately.

tip

The Suggestions tab is the fastest way to reorder. When you select a supplier, GoStock checks your replenishment rules and current stock levels and pre-selects every product that needs restocking from that supplier. You can deselect items you do not want to order, then click Add items to order with one click.

tip

To reorder from a previous PO, open the old PO and click Reorder from the More actions menu. GoStock will open the Create form pre-filled with the same supplier and all line items from that PO — ready for you to review and save.

Adding Items in Bulk

From the Search & Add tab, click the More dropdown for additional ways to populate the order:

Option	What it does
Create New Product	Opens a quick-create modal to add a new product to GoStock, then adds it directly to the PO
Bulk Add by Supplier	Adds all products linked to the selected supplier at once
Size/Color Grid	Opens a variant matrix so you can set quantities for each size/colour combination of a product
Mass Edit Costs	Apply a percentage or fixed change to all unit costs at once
Mass Edit Quantities	Apply a percentage or fixed change to all quantities at once
Upload CSV	Import line items from a CSV file
Download CSV Template	Download the template for CSV import

Purchase Order Statuses

Status	What it means
Draft	PO created but not yet sent to the supplier. Can still be edited.
Sent	PO has been submitted to the supplier. Editing is locked.
Partially Received	One or more receiving sessions have been recorded, but not all items have arrived.
Received	All items have been received (or receiving has been finalized).
Closed	PO has been locked and closed out. No further receiving or edits are possible.
Cancelled	PO was cancelled. Any stock already received remains in inventory.

Sending a Purchase Order to Your Supplier

Once you are happy with a Draft PO, you can send it to put it into motion:

1. Open the PO.
2. Click the primary action button — on a Draft PO this reads Submit Order.
3. Confirm in the dialog that you want to submit. GoStock will warn you that the PO cannot be edited once submitted.
4. The PO moves to Sent status and the send date is recorded.

You can also email the PO directly to the supplier from the PO detail page by clicking Email Supplier (if the supplier has an email address on file). You can send it as a PDF or CSV attachment. GoStock saves the email history on the Documents tab of the PO.

note

Once a PO is Sent, its supplier and line items are locked. Only Draft POs can be edited. If you need to make changes after sending, cancel the PO and create a new one, or contact your supplier directly.

Sharing a PO with Your Supplier

For POs in Sent status or later, you can generate a read-only shareable link:

1. Open the PO.
2. Click More actions → Share with Supplier.
3. GoStock generates a secure, unique link. Copy and send it to your supplier.
4. The supplier can view the PO details and confirm, reject, or request changes — no GoStock account required.
5. You can see whether the supplier has viewed the link, and their response status is shown as a badge on the PO header.
6. To revoke access, click Revoke Link.

Receiving a Shipment

When stock arrives, record the receipt against the PO. Open the PO and click Receive Items (available on Sent and Partially Received POs).

How the receiving page works

The receiving page combines manual quantity entry and barcode scanning in one place. At the top is a barcode scanner input — scanning any item will automatically increment its quantity. Below that is the items table where you can also type quantities directly or use the +/− buttons.

Each line shows:

• Ordered quantity
• Previously received quantity (from earlier sessions)
• Receive Now field — what you are recording in this session
• Cost and Retail price for margin visibility

A progress bar at the top tracks overall completion as a percentage.

Receiving the full shipment

1. Open the PO and click Receive Items.
2. Click Fill Remaining to pre-fill all lines with the outstanding quantities, then click Complete Receiving.
3. GoStock records the receipt, updates inventory at the destination location, creates a Goods Receipt Note (GRN), and returns you to the PO detail page.

Partial receiving

If only part of the shipment arrived:

1. Open the PO and click Receive Items.
2. Enter only the quantities that actually arrived. Leave items at 0 if they did not arrive.
3. Click Complete Receiving.
4. The PO moves to Partially Received. The outstanding quantities stay open.
5. When the rest of the shipment arrives, open the PO and click Receive Items again. Only the remaining quantities are shown.

There is no limit on the number of partial receiving sessions per PO.

Barcode scanning during receiving

You can scan barcodes on the receiving page at any time — scanning and manual entry work side-by-side:

1. Point your USB or Bluetooth barcode scanner at the scanner field (it auto-focuses).
2. Each scan increments that product's Receive Now quantity by 1 and highlights the row.
3. A green flash means the scan was recognised. A red flash means the barcode is not on this PO.
4. GoStock shows the last scan result below the scanner, and keeps a running Scan History you can review.
5. If a scan would put the total received quantity over the ordered quantity, GoStock shows a warning. You can still confirm if you need to over-receive (see below).
6. Click Complete Receiving when done.

GoStock also saves your session locally (via IndexedDB) so if you close the browser accidentally, your scan progress is restored when you return.

tip

If you want labels printed automatically as you scan, enable Auto-Print on the receiving page. GoStock will send a label to your configured printer for every item scanned.

Over-receiving

GoStock will warn you if you try to receive more than was ordered, but it does not block you. A confirmation dialog shows which items you are over-receiving and by how much. Click Confirm to proceed.

note

If you ordered 10 units and you receive 12, GoStock will record 12 as received after you confirm the over-receive warning.

Updating costs during receiving

If the actual cost on the invoice differs from the PO, you can edit the unit cost for any line directly on the receiving page. After you click Complete Receiving, if GoStock detects that any costs changed compared to the original PO, it will show a banner listing the changes. From there you can click Update in Shopify to push the updated costs to your Shopify product catalogue, or click Skip to ignore the change.

One-click "Receive All"

If you know everything arrived and just want to close it out fast, use More actions → Receive All on the PO detail page. This marks all remaining quantities as received in one action. GoStock will create a GRN and update inventory. Use the regular receiving page if you need to record specific quantities, scan barcodes, or handle discrepancies.

Handling Backorders

If a supplier partially fulfils your order and you are waiting on the rest:

• The PO stays in Partially Received status.
• The outstanding quantity per line is always visible on the PO detail page (Line Items tab).
• Receive remaining stock by opening the PO and clicking Receive Items again — only the unreceived quantities are shown.

When you are ready to close out a partially-received PO without waiting further, use More actions → Close PO (with backorder). You will be asked whether to create a new Draft PO automatically for the unreceived quantities. If you choose yes, GoStock creates the backorder PO for you.

Alternatively, use More actions → Finalize Receiving if some items are missing and you want to mark the PO as fully received (for payment purposes) while keeping the discrepancy on record.

Payment Tracking

GoStock tracks payment against POs independently from receipt:

1. Open a PO.
2. Click Record Payment (shown on the Financial tab, or from the primary action button if the PO is Received and unpaid).
3. Enter the Amount, and optionally the Payment Method, Reference (e.g. bank transfer ID), and Notes.
4. Click Save Payment.

Payment status updates automatically:

Payment Status	Meaning
Unpaid	No payments recorded
Partially Paid	One or more payments recorded, total is less than the PO value
Paid	Total payments match or exceed the PO value
Overdue	Due date has passed and the PO is not fully paid

You can record multiple partial payments against a single PO. All payment history is shown on the Financial tab.

Editing a Purchase Order

Only Draft POs can be edited.

1. Open the Draft PO.
2. Click Edit (in the secondary actions).
3. Make your changes — you can add or remove line items, change quantities, update costs, or change the expected delivery date. You cannot change the supplier on an existing PO.
4. Click Save Changes.

Once a PO is Sent, the edit option is no longer available. To make corrections, cancel the PO and create a new one.

Cancelling a Purchase Order

You can cancel a PO that is in Draft, Sent, or Partially Received status:

1. Open the PO.
2. Click More actions → Cancel Order.
3. Enter a reason for the cancellation.
4. If the PO is Partially Received, you must also tick the checkbox acknowledging that already-received items will remain in inventory.
5. Confirm.

Cancelled POs are permanently locked. Any stock that was already received before cancellation stays in inventory. If you need to reorder, use More actions → Reorder to create a new Draft PO pre-filled with the same items.

Locking and Unlocking a PO

You can lock any non-cancelled PO to prevent accidental edits:

• Lock: Click More actions → Lock Order. The PO is marked as locked and all editing actions are disabled until you unlock it.
• Unlock: Click More actions → Unlock Order.

Locking is separate from the PO status — a Sent PO can be locked, and a Received PO can be unlocked.

Exporting and Printing

From the PO detail page (More actions menu):

• Export PDF — Downloads the PO as a formatted PDF document.
• Export CSV — Downloads the line items as a CSV file.
• Print Labels — Opens the batch label printing dialog to print labels for all products on the PO.

Receipt history can also be exported as a CSV from the Documents tab.

Duplicating a Purchase Order

To create a new PO based on an existing one:

1. Open the PO.
2. Click More actions → Duplicate.
3. Confirm. GoStock creates a new Draft PO with all the same line items and supplier. Review and edit the duplicate as needed before sending.