# How to create and receive a purchase order

> Published: 2026-09-10
> Updated: 2026-09-10
> Category: Manage
> Canonical: https://finalpos.com/help/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.

## Key takeaways

- Create a supplier record first; it becomes selectable on every future purchase order.
- Each PO gets a sequential identifier (PO-0001, PO-0002) automatically when you save it.
- Email the PO to your supplier or export it as a PDF from the PO detail view.
- Receiving stock, in full or in part, updates inventory at the ship-to Outlet immediately with no manual adjustments.
- Partial receiving works across several shipments, and the PO status updates itself as quantities arrive.

## 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

1. In the Merchant Hub, go to **Suppliers** in the left navigation.
2. Select **New Supplier**.
3. Enter the supplier's name, contact details and any default settings you want to save.
4. 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

1. Go to **Purchase Orders** in the left navigation.
2. Select **New PO**.
3. Choose the **Supplier** you are ordering from.
4. Choose the **Ship-to Outlet**, the location where the stock will be delivered.
5. 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.
6. 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:

1. Open the PO from **Purchase Orders**.
2. Click **Receive Stock**.
3. For each line item, enter the **quantity received** in this shipment. Enter only what arrived.
4. 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.