Purchase Orders
Purchase Orders (POs) allow you to request products from suppliers before inventory is received.
Unlike a Purchase, creating a Purchase Order does not add stock to inventory or record supplier payments. It simply records your intention to purchase products.
Purchase Orders are useful for planning purchases, requesting supplier quotations, and obtaining internal approvals before receiving goods.
Note: Purchase Orders are an optional feature and can be enabled from Settings → Business Settings → Modules → Purchase Orders.
Creating a Purchase Order
Go to Purchases → Purchase Orders.
Click New PO.
Complete the purchase order details.
Add the required products.
Click Save Purchase Order.
Purchase Order Details
Supplier
Select the supplier you are ordering from.
If the supplier does not exist, create them first under:
People → Suppliers
Business Location
Choose the business location placing the order.
Reference
Enter the supplier's purchase order reference if available.
If left blank, IsleBooks POS automatically generates a Purchase Order number.
Date
Select the Purchase Order date.
Adding Products
Search for products by:
Product Name
SKU
Barcode
For each product, enter:
Quantity
Unit Price
Tax
Batch Number (optional)
Expiry Date (optional)
Click Add Line to include additional products.
Additional Information
You may also record:
Internal Notes
Order Discount
Shipping Charges
The system automatically calculates:
Subtotal
Tax
Total
Purchase Order Lifecycle
A Purchase Order typically follows this workflow:
Create Purchase Order.
Send the Purchase Order to the supplier.
Supplier confirms the order.
Goods are delivered.
Receive the goods by creating a Purchase.
Record supplier payments when due.
Since a Purchase Order does not affect inventory, stock is only increased after the products are received through a Purchase.
Viewing Purchase Orders
All Purchase Orders can be viewed from:
Purchases → Purchase Orders
The Purchase Order list displays:
PO Number
Date
Supplier
Business Location
Status
Total Amount
From here you can quickly review existing Purchase Orders and track their progress.
Purchase Orders vs Purchases
Purchase Order | Purchase |
Requests goods from a supplier | Receives goods into inventory |
Does not increase stock | Increases stock immediately |
Does not create supplier payments | Can create supplier balances and payments |
Used before delivery | Used when goods are received |
Best Practices
Create Purchase Orders before ordering stock from suppliers.
Use Purchase Orders to obtain approvals before purchasing.
Convert Purchase Orders into Purchases only after the goods have been received.
Use Purchase Orders to keep a complete purchasing history, even if delivery occurs at a later date.