PO (Purchase Order)
Create, approve, send, and track a purchase order against a supplier party — before receiving stock.
Business Suite · Purchases
Pad: Store → Purchases → New PO
Definitie
Store → Purchases → New PO(supplier, lines[], options)
A PO (Purchase Order) is a formal request to buy goods from a supplier party. It records ordered quantities and costs. It does not post stock by itself — receiving happens through a GRN (Goods Receipt Note) or stock posted when you bill without a GRN.
Compatibility
- Available on Starter+ when purchases / inventory capabilities are enabled.
- Requires at least one party marked as supplier under Store → Parties.
- Works with catalog products (and variants) that exist on your store.
- Receive status on the PO is driven by GRN or bill-posted receive — you cannot manually mark a PO as received.
Use a PO when you need an auditable order to a supplier before goods arrive. Keep lines accurate (qty, unit cost, discount, tax) so GRN and bills stay consistent.
Path & fields
Store → Purchases → New PO
supplier: Party (role = supplier)
lines[]: { product, qty, unitCost, discount?, tax? }
status: draft | submitted | approved | sent | … Each line references a sellable product (or variant). Ordered qty is the ceiling for later GRN receives (remaining = ordered − already received).
Behavior
- Draft POs can be edited freely; submitted / approved / sent lock the commercial intent for receiving and billing.
- Approve and send before warehouse expects goods so your team has a clear open order.
- qtyReceived on the PO increases when a GRN completes or when a bill posts stock without a prior GRN.
- Cancel is blocked after any qtyReceived > 0.
Create and send a PO
- Go to Store → Parties and ensure the supplier exists (supplier role on).
- Open Store → Purchases → New PO and select that supplier.
- Add product lines with ordered qty and unit cost (plus discount/tax if needed).
- Save as draft, review totals, then move status: submitted → approved → sent.
- Share or print the PO for the supplier if your process requires it.
- When goods arrive, open the PO and use Receive to create a GRN (Goods Receipt Note).
Examples
Example — first stock-in: Create supplier “Dhaka Wholesale”, PO for 50 units of SKU-TEE-BLK at unit cost, approve/send, then GRN all 50. Inventory shows +50.
Example — partial receive: PO for 100 units; first GRN accepts 40; PO remaining receivable is 60. A second GRN can take up to 60.
Example — bill without GRN: If you invoice from the supplier before warehouse receive, bill the PO lines; BonikBiz posts stock once and updates qtyReceived so you must not GRN the same qty again.
Common errors
- Cannot create PO — missing supplier party or purchases permission / plan.
- Cannot mark received — use Receive / GRN (or bill-posted stock); there is no manual “received” toggle.
- Cannot cancel — quantity already received; reverse stock and related documents first.
- Stock doubled later — you both billed-without-GRN and GRN’d the same qty; check qtyReceived on the PO.