Purchasing Intermediate

Purchase Orders — create, receive and confirm supplier orders

Purchase Orders record what you have ordered from suppliers — receiving against one books stock into your warehouse at its landed cost, including freight, duty and insurance.

1 min read Purchasing Manager Updated August 2026

Section 01

What are Purchase Orders?

1 minute

Purchase Orders live under Purchasing › Purchase Orders. A Purchase Order (PO) records what you have ordered from a supplier. When goods arrive and you receive against the PO, Brytebuild books the stock into your warehouse at the landed cost — which includes the unit price plus any additional costs (freight, duty, insurance) spread across the delivered lines.

POs can be raised against a Supplier (goods coming in) or a Customer (goods coming back, e.g. returns)
Each PO has a 6-step creation form: General Info → Order From → Supplier → Delivery Details → Warehouse → Items
Status flow: Not Started → Ongoing → Delivered (or Paused / Rejected)
The detail page records arrived quantities, landed costs, the supplier invoice, quality inspections and NCRs

Section 02

Purchase Orders list

2 minutes

The PO list shows all orders in a sortable, filterable table. The Party column shows whether the order is from a SUPPLIER or CUSTOMER.

PO #	Name	Tracking ID	Warehouse	Party	Shipper	Status	Purchase	Arrival	Ack Date	Account Ref	OS QTY	Total	Action
PO-2026-0005	Purchase Order of Bamboo Handle	—	Main warehouse	PRM BottlesSUPPLIER	FedEx	Not Started	2026-06-24 17:06	2026-06-26 15:02	—	—	50	GBP 2,500.00	View Details
PO-2026-0004	Purchase Order For Aston Martin Exhaust	—	Main warehouse	CWW Engineers Supply CompanySUPPLIER	FedEx	Not Started	2026-06-23 15:02	2026-06-25 23:02	—	—	50	GBP 2,500.00	View Details
PO-2024-0010	door check notifications	—	Main warehouse	CWW Engineers Supply CompanySUPPLIER	FedEx	Delivered	2024-11-18 12:03	2024-11-19 04:12	—	—	0.03	GBP 10.53	View Details

Show 10 — Showing 1–3 of 19

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Column	What it shows
PO #	Sequential purchase order reference — e.g. PO-2026-0005. Assigned at creation.
Name	The PO name entered at creation — e.g. Purchase Order of Bamboo Handle. A sub-label shows any additional notes.
Tracking ID	Optional shipper tracking number — e.g. 124. Blank when not entered.
Warehouse	Destination warehouse — e.g. Main warehouse. Stock books in here on delivery.
Party	Who the order is from — name plus a SUPPLIER (blue) or CUSTOMER (green) tag.
Shipper	The shipping carrier — e.g. FedEx.
Status	Not Started — created, not yet actioned. Ongoing — goods in transit, arrived quantity being recorded. Delivered — received and confirmed. Paused — temporarily held. Rejected — cancelled.
Purchase / Arrival	Purchase Date (when the PO was raised) and Arrival Date (expected delivery) — e.g. 2026-06-24 17:06 / 2026-06-26 15:02.
OS QTY	Outstanding quantity — units not yet arrived. Reduces to 0 when fully received.
Total	Order total — e.g. GBP 2,500.00 (50 × GBP 50 unit price).

Section 03

Create or edit a Purchase Order

3 minutes

Click + Add Purchase Order from the list, or Edit from the detail page. Both open the same 6-step form. When editing, all fields are pre-populated.

PURCHASING › PURCHASE ORDERS › CREATE

Add Purchase Order

STEP 1 › General Information

Name

Notes

Enter notes here…

STEP 2 › Purchase Order From

Supplier

Goods are coming from a supplier

Customer

Goods are coming from a customer (e.g. returns)

STEP 3 › Supplier

Select Supplier

Search… ▾

+ Add New Supplier

STEP 4 › Delivery Details

Purchase Date / Time

Arrival Date / Time

Account Ref

Supplier Ack Date

Tracking ID

Shipper *

Search… ▾

+ Add New Shipper

Status *

Select Status ▾

STEP 5 › Warehouse

Warehouse

Main warehouse ▾

STEP 6 › Items List

Item Name	Item Type	Status	Total Stock	Stock / Warehouse	Quantity	Unit	Unit Cost
Aston Martin Exhaust	Assembly	ACTIVE	0 kg	👁 View	Qty	ea	£0.00
Bamboo Handle	Item	ACTIVE	▲ 1 ea	👁 View	Qty	ea	£0.00
Biodegradable Cleaning Brush	Assembly	ACTIVE	0 ea	👁 View	Qty	ea	£0.00

Showing 3 of 23 — tick items to add them to the order below.

Order Total: 0.00

Step	Field	Required	What to enter
1 — General Information	Name	Yes	A descriptive name — e.g. Purchase Order of Bamboo Handle or Purchase Order For Aston Martin Exhaust.
	Notes	No	Rich-text notes — visible internally. Useful for recording special instructions or delivery requirements.
2 — Order From	Supplier / Customer	Yes	Select Supplier for standard incoming goods, or Customer for customer returns being booked back in.
3 — Supplier	Select Supplier	Yes (if Supplier)	Search and select from your supplier list — e.g. PRM Bottles or CWW Engineers Supply Company. Use + Add New Supplier to create one on the fly.
4 — Delivery Details	Purchase Date / Time	No	When the PO was raised — e.g. 2026-06-24 17:06.
	Arrival Date / Time	No	Expected delivery date — e.g. 2026-06-26 15:02. Used to track whether deliveries are on time.
	Account Ref	No	Your internal account reference for this supplier — useful for matching to your accounts package.
	Supplier Ack Date	No	Date the supplier confirmed receipt of the PO — set when you receive their acknowledgement.
	Tracking ID	No	Shipper tracking number — e.g. 124. Appears in the list so you can track shipments without opening the detail.
	Shipper *	Yes	The carrier — e.g. FedEx. Search existing shippers or add a new one.
	Status *	Yes	Starting status — typically Not Started for a new PO.
5 — Warehouse	Warehouse	Yes	Which warehouse receives the stock — e.g. Main warehouse.
6 — Items List	Items (checkbox)	Yes	Tick each item to include in the order. Set the Quantity and Unit Cost per line. Supports Assembly and Item types. The running Order Total updates as you select items.

Section 04

Detail — Not Started

2 minutes

After creation, PO-2026-0005 opens in Not Started status. Review the PO details, shipper and supplier. The Items Purchased table shows a red warning on the Arrived QTY column — you must enter quantities when receiving. Click Start PO to begin the receiving process.

Purchasing › Purchase Orders › Details

Purchase Order of Bamboo HandlePO-2026-0005Not Started

WarehouseMain warehouse

ShipperFedEx

SupplierPRM Bottles

Purchase Order Details

# PO ReferencePO-2026-0005

StatusNot Started

📅 Purchase Date2026-06-24 17:06

📅 Arrival Date2026-06-26 15:02

Account Ref—

Supplier Ack Date—

Approved ByNot Approved Yet

Approved DateNot Approved Yet

Shipper

NameFedEx

Websitewww.fedex.co.uk

Supplier

NamePRM Bottles

Phone02041187543

Emailsales@prm.co.uk

Items Purchased

Item Name	Product Type	Total Stock	Purchased QTY	Price	Line Total	Arrived QTY	Unit	Lot / Expiry
Bamboo Handle	Item	▲ 1	50	GBP 50	GBP 2,500	⚠ Arrived quantity required	ea	Supplier lot / batch

Order Total: GBP 2,500.00

Additional Costs (Landed Cost)

Freight, duty, insurance … spread across the received goods into each unit's cost

These are allocated across this receipt's lines into inventory cost, so valuation and COGS reflect the true landed cost. Optional — leave blank if there are none.

+ Add cost

Supplier's Invoice (Optional)

If the supplier's invoice came with the delivery, record it here. It travels with the bill we post to your accounts package, so the invoice, this order and what actually arrived can be matched. Leave blank if the paperwork hasn't arrived — you can add it to this order later.

Invoice number

Invoice date

Quality Inspections

📋

Recorded Inspections

No inspections recorded yet

Inspections appear here once QC is performed (when this product has an active inspection plan).

⚠

Non-Conformance Reports

No NCRs raised against this order

NCRs raised during QC inspections for this order will appear here, including severity, affected quantities, and resolution status.

Element	What it shows in Not Started
Not Started badge	Amber status badge — the PO has been created but no goods have been received yet.
Warehouse / Shipper / Supplier tags	Top-right quick-reference tags: Main warehouse, FedEx, PRM Bottles.
Approved By / Approved Date	"Not Approved Yet" — approval is recorded when the PO is confirmed by a manager. See Delivered status for when these populate.
⚠ Arrived quantity required	Red warning in the Arrived QTY column — you must enter how many units arrived for each line before you can Confirm the PO.
Additional Costs (Landed Cost)	Optional section for freight, duty and insurance. These amounts are spread across received lines and form the true inventory cost used in COGS and stock valuation.
Supplier's Invoice (Optional)	Record the supplier's invoice number (e.g. INV-88213) and date if it arrived with the delivery. You can also add it later after the PO is confirmed.
Quality Inspections	Shows any QC inspections performed on received items — empty at this stage. NCRs raised during inspection also appear here.
Start PO	Primary action — moves the PO to Ongoing and opens the arrived quantity fields for entry.
Reject	Cancels the PO at this stage. Use if the order is no longer needed before goods have been received.

Section 05

Detail — Ongoing

2 minutes

After clicking Start PO, the status changes to Ongoing (blue pill). The Arrived QTY column now shows an editable quantity field — enter how many units physically arrived for each line. When all quantities are entered click Confirm PO to finalise the receipt and book stock.

Purchasing › Purchase Orders › Details

Purchase Order of Bamboo HandlePO-2026-0005Ongoing

WarehouseMain warehouse

ShipperFedEx

SupplierPRM Bottles

Purchase Order Details

# PO ReferencePO-2026-0005

StatusOngoing

📅 Purchase Date2026-06-24 17:06

📅 Arrival Date2026-06-26 15:02

Account Ref—

Supplier Ack Date—

Approved ByNot Approved Yet

Approved DateNot Approved Yet

Shipper

NameFedEx

Websitewww.fedex.co.uk

Supplier

NamePRM Bottles

Phone02041187543

Emailsales@prm.co.uk

Items Purchased

Item Name	Product Type	Total Stock	Purchased QTY	Price	Line Total	Arrived QTY	Unit	Lot / Expiry
Bamboo Handle	Item	▲ 1	50	GBP 50	GBP 2,500	1	ea	Supplier lot / batch

Order Total: GBP 2,500.00

Additional Costs (Landed Cost)

Freight, duty, insurance … spread across the received goods into each unit's cost

These are allocated across this receipt's lines into inventory cost, so valuation and COGS reflect the true landed cost. Optional — leave blank if there are none.

+ Add cost

Supplier's Invoice (Optional)

Invoice number

Invoice date

Quality Inspections

📋

Recorded Inspections

No inspections recorded yet

Inspections appear here once QC is performed (when this product has an active inspection plan).

⚠

Non-Conformance Reports

No NCRs raised against this order

NCRs raised during QC inspections for this order will appear here, including severity, affected quantities, and resolution status.

Element	What changes in Ongoing
Ongoing badge (blue)	Status moves from Not Started to Ongoing — goods are in the process of being received.
Arrived QTY = 1	The arrived quantity field is now editable and shows 1 — the warehouse team has confirmed 1 unit of Bamboo Handle arrived. The red warning is gone.
Lot / Expiry	Supplier lot / batch number and expiry date fields are available — enter these for traceability and batch tracking.
Pause	Temporarily suspends the PO — useful if delivery is expected in multiple shipments. Can be resumed later.
Confirm PO	Primary action — locks in the received quantities, books the stock into the warehouse, applies any landed costs, and moves the PO to Delivered.

Section 06

Detail — Delivered

2 minutes

After Confirm PO, the status changes to Delivered (green pill). Stock has been booked into the warehouse. The approval fields are now populated, and the Items table shows additional columns including Product ID, Tracked Stock and QC. No edit or reject actions are available — the PO is finalised.

Purchasing › Purchase Orders › Details

Purchase Order of Bamboo HandlePO-2026-0005Delivered

WarehouseMain warehouse

ShipperFedEx

SupplierPRM Bottles

Purchase Order Details

# PO ReferencePO-2026-0005

StatusDelivered

📅 Purchase Date2026-06-24 17:06

📅 Arrival Date2026-06-26 15:02

Account Ref—

Supplier Ack Date—

Approved ByJohn Depp

Approved Date2026-08-05

Shipper

NameFedEx

Websitewww.fedex.co.uk

Supplier

NamePRM Bottles

Phone02041187543

Emailsales@prm.co.uk

Items Purchased

Item Name	Product Type	Total Stock	Purchased QTY	Price	Line Total	Arrived QTY	Unit	Lot / Expiry
Bamboo Handle	Item	▲ 1	50	GBP 50	GBP 2,500	1	ea	Supplier lot / batch

Order Total: GBP 2,500.00

Additional Costs (Landed Cost)

Freight, duty, insurance … spread across the received goods into each unit's cost

These are allocated across this receipt's lines into inventory cost, so valuation and COGS reflect the true landed cost. Optional — leave blank if there are none.

+ Add cost

Supplier's Invoice (Optional)

Invoice number

Invoice date

Quality Inspections

📋

Recorded Inspections

No inspections recorded yet

Inspections appear here once QC is performed (when this product has an active inspection plan).

⚠

Non-Conformance Reports

No NCRs raised against this order

NCRs raised during QC inspections for this order will appear here, including severity, affected quantities, and resolution status.

Element	What changes in Delivered
Delivered badge (green)	Status is finalised — stock has been booked into Main warehouse.
Approved By: John Depp	The manager who approved the receipt — John Depp. Set when Confirm PO is clicked by an authorised user.
Approved Date: 2026-08-05	The date the PO was confirmed — 2026-08-05. Used for audit trail and VAT date purposes.
Product ID: GLC-001-01	The product's internal SKU visible in the delivered items table — GLC-001-01 for Bamboo Handle.
Total Stock: ▲ 2	Stock increased by 1 unit on confirmation — now shows ▲ 2 (was ▲ 1 before delivery).
Tracked Stock: false	Shows whether the product is tracked by serial or batch number. False = not lot-tracked.
+ QC button	Opens a QC inspection directly from the delivered PO. Any inspections or NCRs recorded appear in the Quality Inspections section below.
Footer actions (read-only)	Only Download PDF, Email to supplier and Generate Purchase Order remain — no Edit, Reject or Start actions on a delivered PO.

Section 07

Status lifecycle

1 minute

Status	How it gets there	Available actions
Not Started	PO created via Add Purchase Order.	Download PDF, Email to supplier, Generate PO, Edit, Reject, Report Issue, Start PO
Ongoing	Start PO clicked — arrived quantities can now be entered.	Download PDF, Email to supplier, Generate PO, Edit, Pause, Reject, Report Issue, Confirm PO
Paused	Pause clicked during Ongoing — delivery split across shipments.	Resume (returns to Ongoing), Reject, Report Issue
Delivered	Confirm PO clicked — stock booked, approval stamped.	Download PDF, Email to supplier, Generate Purchase Order (read-only)
Rejected	Reject clicked at Not Started or Ongoing stage.	View only — terminal status

Stock books in at landed cost on Confirm PO

When you click Confirm PO, the unit cost per item is recalculated as (line total + allocated additional costs) ÷ arrived quantity. This landed cost flows into stock valuation and COGS — so always enter freight and duty in the Additional Costs section before confirming.

What's next

Suppliers

Manage your supplier records — a supplier must exist before you can raise a PO against them.

Quality Inspections

Run incoming QC on received goods — inspections and NCRs link back to the PO automatically.

Warehouse Stock

Confirmed POs increase stock levels — check updated quantities in the Warehouse module.

MRP Runs

MRP can auto-suggest purchase orders for items that are below reorder point — confirm the suggestion to create the PO.

Customers — manage your customer records

Suppliers — manage your supplier records and scorecards