Purchase Orders

A Purchase Order (PO) is the confirmed version of an approved RFQ. POs are where goods actually arrive: receiving one increases WooCommerce stock and fills warehouse bins in a single step, with a numbered receipt for every delivery.

Ordered → Partially Received → Received
        ↘ Cancelled

The PO list

Open Purchasing → Purchase Orders.

Search by PO number or supplier, filter by status. Row actions: View, View PDF (a printable purchase order document) and Delete (draft/cancelled only).

The PO view

• Details — supplier, expected delivery, created by, and links to the source RFQ and source order.
• The payment/delivery terms carried over from the RFQ.
• Items — quantity, received and pending per line (pending highlighted).
• Receipts — one block per delivery received so far, listing the bins each product went into, with a Print button for the receipt PDF:

• Pending items receipt — a PDF of everything still outstanding (shown while something is pending).
• Warehouse Activity — every bin placement this PO caused.
• Cancel PO — possible while the PO is still Ordered (a PO that already received goods cannot be cancelled).

Receive goods

When the delivery arrives, click Receive items (or Receive pending items on a partially received PO).

Per product line:

1. Set Receive now with the − / + stepper — capped at what is still pending.
2. Click Add bin and choose where the units go. Each allocation row offers two equivalent ways:
   • the location cascade — Warehouse → Zone → Aisle → Rack → Shelf → Bin dropdowns, or
   • the Bin code box — type or scan the bin code; the cascade fills itself.
3. Add more bins to split a line across locations. Lines already complete show a green Completely Received badge.

If the PO's RFQ named a warehouse, the warehouse choice is locked to it — all bins must belong to the PO's receiving warehouse.

The Review this delivery table sums everything up and warns how many units will remain pending. Confirming explains what will happen: stock is added to WooCommerce, units are placed into the chosen bins, and a receipt is generated.

What happens on confirm

• WooCommerce stock increases by the received quantity (for products that track stock).
• Bins are credited through the same capacity-checked rules as manual assignment — a full bin refuses its allocation with an exact message.
• A numbered receipt (RCPT-0001, RCPT-0002, …) records the delivery: what arrived, which bins, and what is still pending.
• The PO becomes Received, or Partially Received if something is outstanding — partial deliveries can be received again and again until complete.

PDF documents