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How to manage purchase orders

Purchase Orders (POs) in StoreLinkr allow you to formalize your restock requests and track their fulfillment from your suppliers.

The PO Lifecycle​

A purchase order goes through several stages:

  1. Concept: A draft order that you are still building. You can add or remove items and edit quantities.
  2. Ordered: The PO has been sent to the supplier.
  3. Delivered: The items have been received at your warehouse.
  4. Completed: The order is fully processed and closed.

Creating a Purchase Order​

There are two ways to create a PO:

  • Manual: Navigate to Orders > Purchase Orders and click Create Purchase Order.
  • From Advice: Use the Convert to Purchase Order button from a calculated Purchasing Advice.

Managing Order Details​

Inside a Purchase Order, you can:

  • Add Articles: Search for products by EAN or SKU to add them to the order.
  • Set Purchase Prices: Ensure the cost price is correct for this specific order.
  • Manage Status: Update the order as it moves from "Ordered" to "Delivered".
  • Reference: Add your internal reference or the supplier's order number for easy tracking.

Performance KPIs​

The Purchase Orders dashboard provides real-time insights into your procurement:

  • Ordered not Delivered: The total value/quantity of items currently in transit.
  • Quantity in Concept: Items currently being planned for future orders.
  • Total POs Open: How many orders are currently active.

Fulfillment and Stock​

When a Purchase Order is marked as Delivered, StoreLinkr can automatically update your inventory levels at the designated stock location, ensuring your sales channels reflect the new arrivals immediately.

Purchase orders and Picqer​

When you place a purchase order and Picqer is connected, StoreLinkr sends it to Picqer as well. If you have more than one Picqer account, every connected account gets its own copy of the purchase order. Products that don't exist yet in a Picqer account are created there.

When the goods arrive, scan them in Picqer as usual. The new stock comes back into StoreLinkr through the normal stock import, so there is no separate step in StoreLinkr.

Purchase orders per trade brand​

If you use trade brands, a concept purchase order has a Trade brand selector.

  • Pick the trade brand the purchase order is for, or leave it on No trade brand.
  • The purchase order then only goes to the stock integrations (for example Picqer) of that trade brand, plus the integrations without a trade brand.
  • Once the purchase order has been placed, its trade brand can no longer be changed.

Purchase orders and fulfilment accounts​

For a Picqer account with the account type fulfilment account, the principals (fulfilment customers) matter:

  • A purchase order with a trade brand only goes to fulfilment accounts that have a principal linked to that trade brand. In Picqer it is created in the name of that principal.
  • Products that StoreLinkr creates in Picqer for such a purchase order are also created for that principal.
  • A fulfilment account without a principal for that trade brand doesn't receive the purchase order.
  • A purchase order without a trade brand goes to the account as usual, without a principal.