Procurement
Purchase Order Management
Create and track purchase orders, receive goods, and link POs to invoices.
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 store
- Match incoming supplier invoices against POs for verification
- Track order status from creation to delivery
Creating a Purchase Order
Step 1: Open the PO Form
- Navigate to Procurement > Purchase Orders
- Click + Create Purchase Order
Step 2: Fill in Order Details
| Field | Description |
|---|---|
| PO Number | Auto-generated (editable) |
| Supplier | Select from your supplier database |
| Warehouse / Store | Destination for received goods — can be a warehouse or a store location |
| Status | Initial status (default: Pending) |
| Order Date | When the order was placed |
| Expected Date | Expected delivery date |
| Currency | Order currency (default: RSD) |
Step 3: Add Order Items
- Click + Add Item
- 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 - Enter the Quantity
- The Cost Price auto-fills from the product's cost price (editable)
- Total calculates automatically
- Repeat for additional items
Step 4: Save the Order
- Review the Subtotal, Tax, and Total at the bottom
- Click Save to create the PO
Purchase Order Statuses
| Status | Description |
|---|---|
| Pending | Order created but not yet sent to supplier |
| Ordered | Order sent to supplier, awaiting delivery |
| Received | Goods received — ready for invoice matching |
| Completed | Fully processed and matched |
| Cancelled | Order cancelled |
Receiving a Purchase Order
- Open the PO and change status to Received
- This makes the PO available for supplier invoice matching
- Stock quantities are updated based on the PO items
Matching POs with Supplier Invoices
Once a PO is marked as "Received", it becomes available for automatic matching:
- When a supplier invoice is imported (PDF or manual)
- Click Auto Match on the invoice
- The system finds POs from the same supplier with "Received" status
- Quantity and price variances are highlighted per item
See the Supplier Invoice Import & Matching guide for details.
Tips
- Warehouse vs Store: If you don't have a separate warehouse, select your store 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
- Supplier price auto-fill: When a supplier is selected, cost prices auto-fill from the supplier price list if available
Need help? Contact support at support@stogly.com