How to create and receive a purchase order
To create a purchase order in the Merchant Hub, add a supplier under Suppliers, then open Purchase Orders and select New PO. Choose the supplier and ship-to Outlet, add line items with quantities and unit costs, save as Draft, then send it. When stock arrives, open the PO and click Receive Stock to update inventory automatically.
Before you start
You need back-office access to Manage in the Merchant Hub, and at least one active Outlet, since each purchase order ships to a specific location.
Step 1: Add a supplier
In the Merchant Hub, go to Suppliers in the left navigation.
Select New Supplier.
Enter the supplier's name, contact details and any default settings you want to save.
Click Save.
Your supplier is now available on any purchase order. There is no limit on how many suppliers you can add.
Step 2: Create a purchase order
Go to Purchase Orders in the left navigation.
Select New PO.
Choose the Supplier you are ordering from.
Choose the Ship-to Outlet, the location where the stock will be delivered.
Add line items: search for the product variant, enter the quantity and the unit cost you are paying the supplier, and repeat for each item.
Click Save as Draft.
Final assigns a sequential identifier to your PO (for example PO-0001). It appears at the top of the PO detail view; use it when referencing the order with your supplier or team.
Tip: each PO is tied to one supplier and one Outlet. Ordering from the same supplier for two locations means two POs, one per Outlet.
Step 3: Send the purchase order to your supplier
From the PO detail view you have two options:
Email to Supplier: Final generates a formatted order document and sends it to your supplier's email address.
Export as PDF: download a formatted PDF to attach to your own email or print.
After dispatching, mark the PO as Sent. The status moves from Draft to Sent and the order is on record as active.
Step 4: Receive stock when it arrives
When a delivery comes in, full or partial, open the PO and receive it:
Open the PO from Purchase Orders.
Click Receive Stock.
For each line item, enter the quantity received in this shipment. Enter only what arrived.
Click Confirm Receipt.
Final immediately:
Increments inventory at the ship-to Outlet for each received variant
Records a FIFO cost layer for each variant using the unit cost on the PO line
Updates the PO status to Partially Received (some items outstanding) or Fully Received (everything arrived)
No manual inventory adjustments are needed.
How do I receive across multiple shipments?
Repeat Step 4 each time a delivery arrives. Final tracks the cumulative received quantity per line item and updates the status accordingly. The PO stays open until every line is fully received.
What do the PO statuses mean?
| Status | What it means |
|---|---|
| Draft | Created but not yet sent |
| Sent | Dispatched to the supplier |
| Partially Received | Some items received, others outstanding |
| Fully Received | All ordered quantities received |
Status updates automatically; you never set it by hand.
Common questions
Can I edit a PO after it has been sent? You can edit a PO while it is in Draft. Once marked Sent, editing is restricted to protect the order record.
What if I receive more than I ordered? Final prompts you before allowing a received quantity to exceed the ordered quantity on a line.
Does receiving stock work across Outlets? Each PO is tied to one Outlet. Stock received against a PO only updates inventory at that Outlet.
Step by step
- 1
Add a supplier
In the Merchant Hub go to Suppliers, select New Supplier, enter the name and contact details, and save.
- 2
Create the purchase order
Go to Purchase Orders, select New PO, choose the supplier and ship-to Outlet, add line items with quantities and unit costs, and save as Draft.
- 3
Send it to your supplier
From the PO detail view choose Email to Supplier or Export as PDF, then mark the PO as Sent.
- 4
Receive the stock
When the delivery arrives, open the PO, click Receive Stock, enter quantities received per line, and confirm. Inventory and FIFO cost layers update automatically.