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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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Step 1: Start a new purchase order
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Navigate to FBO > Inventory and click New Purchase Order. A form opens with an auto-generated PO number.
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Step 2: Select the vendor
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Choose the vendor from the dropdown. The vendor’s contact information and address populate automatically from the vendor directory.
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Step 3: Add line items
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Click Add Item to add products to the purchase order. For each line item, specify:
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  • Product — select from the product catalog, or enter a custom description for items not yet in the catalog
  • Quantity — the number of units to order
  • Unit Cost — the per-unit purchase price from the vendor
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    The Total Cost for each line item is calculated automatically (quantity x unit cost). The PO total updates as you add or modify line items.
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    Step 4: Set the expected delivery date (optional)
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    Enter the date you expect the vendor to deliver the goods. This date appears on the PO and helps you track overdue deliveries.
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    Step 5: Add notes (optional)
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    Enter any special instructions, shipping requirements, or internal notes about the purchase order.
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    Step 6: Save as draft
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    Click Save to create the PO in Draft status. You can return to edit it before sending to the vendor.

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    Send a Purchase Order to a Vendor

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    Step 1: Open the draft PO
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    Navigate to the purchase order list and click the PO you want to send.
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    Step 2: Review the line items
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    Verify that all items, quantities, and costs are correct. You cannot edit line items after the PO is sent.
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    Step 3: Send the PO
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    Click Send. The status changes to Sent and the PO is locked for editing.
    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

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    Step 1: Locate the sent PO
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    Filter the purchase order list by Sent status to find POs awaiting delivery.
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    Step 2: Verify the delivery
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    When goods arrive, compare the physical delivery against the PO line items. Confirm quantities and product condition.
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    Step 3: Mark as received
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    Click Receive on the purchase order. The status changes to Received. If inventory tracking is enabled for the ordered products, stock quantities update automatically.
    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