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This guide helps you create purchase orders for vendor procurement, track their status through the fulfillment lifecycle, and reconcile received goods against your inventory.
Who should read this: FBO managers, procurement staff, and inventory coordinators responsible for ordering supplies, parts, and products from external vendors.Prerequisites: At least one vendor must be configured in the vendor directory. See Manage FBO Vendors for vendor setup.
The FBO module must be enabled for your workspace. Contact your workspace administrator if you do not see the FBO section in the sidebar.
Purchase orders flow through four statuses: Draft (being prepared), Sent (submitted to vendor), Received (goods delivered), and Cancelled (voided). You can only edit line items while the PO is in Draft status.

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Create a Purchase Order

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Send a Purchase Order to a Vendor

Once a purchase order is sent, its line items cannot be modified. If you need to change the order, cancel it and create a new PO. Review all quantities and costs carefully before sending.

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Receive a Purchase Order

For products with track_inventory enabled, receiving a purchase order increments the quantity_on_hand by the ordered quantity. See FBO Point of Sale Reference for inventory field details.

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Cancel a Purchase Order

To cancel a PO that is in Draft or Sent status, open the purchase order and click Cancel. The status changes to Cancelled and no further actions are available. Cancelled POs remain in the list for audit purposes.

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Monitor Purchase Order Activity

Use the status filters on the purchase order list to review:
  • Draft — POs being prepared that need to be finalized and sent
  • Sent — POs submitted to vendors that are awaiting delivery
  • Received — POs that have been fulfilled
  • Cancelled — POs that were voided
If you want to identify overdue deliveries, check the Expected Date column for sent POs where the expected date has passed.

Manage FBO Vendors

Add and manage the vendors that supply your FBO.

Use the FBO Point of Sale

Manage products and inventory that purchase orders replenish.

FBO Statuses

Purchase order statuses and lifecycle transitions.

Handle FBO Billing

Manage invoices and financial transactions related to procurement.
Last modified on April 11, 2026