A purchase order records what you’ve ordered. When the pieces arrive you receive the order, and each piece becomes an inventory item carrying its cost, specs, stones and images.
Purchase orders live under Inventory → Stock Orders, the shared list of everything coming into stock.
What a line is
Every line names a design from your Style Catalog, or is a one-off.
A design carries its own metal, size and finish, so a line that names one is already specific enough to ship and to cost — nothing is left to decide at the moment the piece is received and its prices are calculated, which is exactly where a guess does the most damage.
Adding lines
Three ways in, in the order you’ll use them:
Type or scan the style number. The box at the top of the lines panel. Enter the number and it resolves as you type; press Enter, set the quantity, Enter again — that’s the whole interaction.
When a number matches several designs, the box lists them — metal, color, size and cost each — and waits. Add line stays disabled until you pick one. Nothing is committed on a guess.
Browse styles. For when you don’t have the number to hand. Search by style number, description or category, tick what you want, and set a quantity on each row. One pass builds as many lines as you need.
+ One-off item. For anything not in your catalog. Enter a description and/or the vendor’s style number, plus quantity, type and cost each. Those last two matter: a catalog line gets its cost and category from the design behind it, and a one-off has no design, so what you type here is what the received piece will carry.
Changing a line
Click the quantity on any line to edit it in place. You can’t go below what’s already been received against that line.
Receiving, in two steps
Goods usually arrive before anyone has time to price and tag them, so receiving is two separate moments.
1. Record the receipt
When the shipment arrives, click Receive Shipment on a line, confirm the quantity, and add a note (which box it came in, who checked it). Partial shipments are normal: record what came, and the line stays open for the rest.
This creates no stock yet. What it does do is pin the cost: a design’s cost is calculated from the current metal price, so it’s captured the day the goods arrive. Tagging them a week later can’t change what you paid.
2. Add to inventory
Each receipt then shows how many pieces are waiting, with the pinned cost. Click Add to inventory and each piece becomes a stock record built from the design that was ordered — its metal, finish, center stone, size, stones and images — priced from your store’s multipliers off that pinned cost.
You can add fewer than arrived. If one piece is damaged and going back to the vendor, add the good ones and leave the rest; the receipt keeps showing what’s outstanding.
Straight after, Print tags takes you to the tag printer with exactly those new pieces queued up.
If you don’t receive here at all
Receiving and tagging are optional. Plenty of shops raise an order purely to track what’s on the way, then handle the goods by hand — and an order used that way is complete and correct, not unfinished.
So a line that has never been received reads — rather than “0 of 6”. A count only appears once something has actually arrived. Nothing nags you, and there’s no tagging queue to clear.
If you do want the order closed off, set its status to Complete. That’s independent of receiving.
Reading the columns
Received is what physically arrived. In stock is how much of it has been tagged. They’re different numbers on purpose — that gap is your tagging queue. Both show — until there’s something real to count.
The order’s status tracks receiving, not tagging: an order goes Complete once the vendor has sent everything, even if pieces are still waiting to be tagged. You can always add those to inventory afterwards.
A line can’t be deleted once anything has been received against it, and neither can the order — cancel it instead.
Tips
- Build out your styles first. A few minutes per design turns every future reorder into a scan.
- Selling prices come from your store’s inventory multipliers (Settings → Stores). If those aren’t set, received pieces arrive with a cost but no prices.
- The Vendor Purchases report shows total spend per vendor over a date range.