Purchase Order Management

Create, track, and manage purchase orders to keep your inventory stocked and costs controlled.

Overview

Purchase Orders (POs) in Stogly help you:

• Order products from suppliers with tracked quantities and prices
• Receive goods into a specific warehouse or location
• Match incoming supplier invoices against POs for verification
• Send the order to the supplier by email and get their answer without the supplier needing an account
• Track order status from creation to delivery

Creating a Purchase Order

Step 1: Open the PO Form

1. Navigate to Procurement > Purchase Orders
2. Click + Create Purchase Order

Step 2: Fill in Order Details

Step 3: Add Order Items

1. Click + Add Item
2. Select a product from the dropdown
   - Only simple products and ingredients are shown (composite products are excluded)
   - Products display with name and SKU for easy identification
3. Enter the Quantity
4. The Cost Price auto-fills from the product's cost price (editable)
5. Total calculates automatically
6. Repeat for additional items

Units. A product line shows the product's unit next to the quantity (kg, l, kom). It comes from the product and is not changed on the order.

Free items. To order something that is not a product or ingredient yet, click + Add free item and enter its Item name, Quantity and unit; Supplier code and price are optional. A free item goes to the supplier like any other line.

After saving, the order shows Free items are not products yet with a Create product button per item. It asks for name, code and kind — Product or Ingredient (raw material) — adds it to your catalogue and links it to the line. The new product keeps the unit the item was ordered in. Until then the item is skipped when the order is received (you are told how many were skipped), because there is no product to put on stock.

Step 4: Save the Order

• Review the Subtotal, Tax, and Total at the bottom
• Click Save to create the PO

Purchase Order Statuses

Sent through Rejected are set automatically — by sending the order and by the supplier's answer. They cannot be picked by hand.

Sending a Purchase Order to the Supplier

The supplier does not need a Stogly account.

1. Save the purchase order (it needs a supplier and at least one item)
2. Click Send to supplier — in the list, or in the Supplier order panel when the order is open
3. Check the supplier's Email and choose the Message language (Serbian or English)
   - If the supplier has no email address, enter it here and keep Save the address to the supplier ticked
4. Click Send purchase order

The supplier receives an email with the order summary, the order as a PDF and a View purchase order button. The link opens a page — on a phone as well — where they can Accept, Partially accept (entering the quantity they can deliver per item) or Reject the order, with an optional note.

Following the Answer

Open the order to see the Supplier order panel: when it was sent, when it was opened, and the answer with the supplier's note. You also get a notification (bell icon) when the supplier opens the order and when they answer.

Telling the supplier what you decided. The confirmation for Apply accepted quantities and for Cancel order has Notify the supplier by email ticked. Leave it ticked and the supplier gets an email with the action: a confirmation with the final quantities and the updated PDF, or a notice that the order is cancelled and must not be delivered. Untick it to skip the email. If the email cannot be sent, the action still goes through and you are warned to contact the supplier another way.

A sent order is locked: to change it, move it back to draft, edit it and send it again. The supplier's link is valid for 30 days.

> Accepted is not received. The supplier's acceptance never changes your stock. Stock changes only when you receive the goods.

Receiving a Purchase Order

1. Open the PO and change status to Received (for a sent order, click Receive goods)
2. This makes the PO available for supplier invoice matching
3. Stock quantities are updated based on the PO items

A partially accepted order cannot be received until you apply the accepted quantities or move it back to draft; a rejected order cannot be received.

Matching POs with Supplier Invoices

Once a PO is marked as "Received", it becomes available for automatic matching:

1. When a supplier invoice is imported (PDF or manual)
2. Click Auto Match on the invoice
3. The system finds POs from the same supplier with "Received" status
4. Quantity and price variances are highlighted per item

See the Supplier Invoice Import & Matching guide for details.

Tips

• Warehouse vs Location: If you don't have a separate warehouse, select your location as the destination
• Phone orders: If you placed an order by phone, you can create a retroactive PO directly from the invoice Match Details modal
• Partial acceptance: check the supplier's note first — they usually say why something is missing, and you can order the rest from another supplier
• No answer: use Resend, or Copy link and send it over the channel the supplier actually reads
• Supplier price auto-fill: When a supplier is selected, cost prices auto-fill from the supplier's prices in force, in the order's currency. With quantity prices the line takes the price that fits its quantity and follows it when the quantity changes, unless you typed the price yourself

Need help? Contact support at support@stogly.com