Purchase Orders

Create a purchase order to track products expected from a vendor and compare them with what the warehouse receives.

Purchase Order Receiving

Creating a Purchase Order

1. Open ShipOS → Purchase Orders (opens the Cybership dashboard in a new tab) and click Create Purchase Order.
2. Select the merchant, destination warehouse, and vendor. Enter a name and expected arrival date.
3. Add products with ordered quantities, supplier references, and item prices.
4. Set Sell Ahead only for incoming quantities that should be offered before receipt.
5. Add tracking, shipping costs, discounts, notes, and supporting attachments as needed, then save.

Sell Ahead affects sale availability before stock arrives. Review Understanding Inventory before changing or cancelling quantities that existing orders depend on.

Receiving Process

Open the purchase order and follow Receiving Process to accept stock, record lots and rejections, split receipts across locations, and handle partial shipments.

Ordered is the expected quantity; Accepted records received stock. Rejected quantities do not increase inventory. Check the actual received quantities before closing the PO.

First Article Inspection

For a product marked FAI, open First Article Inspection during receiving. Verify its identity, supplier details, packaging, measurements, and customs information, then click Complete FAI before finalizing the first receipt.

Review Labor Hours

When Labor is enabled, open Labor Hours to review attributed work and export the purchase-order scope. Authorized managers can log verified missing time and correct completed entries.

Automatic receiving-time attribution and billable labor require their respective settings. See Workflow Attribution and Labor Billing for eligibility, rounding, and pricing.

Purchase Order Management

Review the order's progress and use available edit actions for products, quantities, prices, dates, tracking, and attachments. Import or export PO data through its CSV actions when needed.

Do not change the expected quantity to conceal an incorrect physical receipt. Review receipt history and use the appropriate correction workflow. Closed orders cannot receive more inventory until reopened through a supported action.