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A purchase order is a purchasing record for inventory parts or one-off items. It preserves status history, commercial snapshots, shipments, and receipt corrections. Purchase orders are available in the web app today and require the Parts Inventory module.

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Roles

  • Members can submit purchase requests and receive approved or partially fulfilled orders. Cost details stay hidden.
  • Administrators create purchase orders, manage costs, approve or decline requests, approve or reject orders, confirm overreceipts, correct receipts, and manage archive/recovery.

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Status flow

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Create an order or request

  1. Open Purchase Orders.
  2. Select New Purchase Order as an administrator or Request Purchase Order as a member.
  3. Choose an optional vendor and add shipping, billing, and notes.
  4. Add at least one inventory part or one-off item.
  5. Enter quantity and supplier part number where useful.
  6. For a part-backed line, choose its target inventory location.
  7. Administrators enter unit cost; every approved line requires a cost.
  8. Submit the order or request.
The order number is generated on creation. A vendor is optional, and one-off items remain outside the part inventory ledger.

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Review a request or order

Administrators can approve or decline Requested records, then approve, reject, or cancel the resulting order as its state allows. The member who submitted a declined purchase request can revise and resubmit it; the current resubmit flow saves it as Approved after required admin-managed costs are complete.

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Receive a shipment

  1. Open an Approved or Partially Fulfilled order.
  2. Select Fulfill Purchase Order.
  3. Enter the quantity received for each line.
  4. Allocate each part-backed quantity to one or more locations.
  5. Confirm actual unit costs when shown.
  6. Add shipment notes and confirm.
Part-backed receipts use whole units and add stock at the selected locations. One-off quantities can use decimals. A shipment beyond the remaining quantity requires explicit administrator confirmation.

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Correct a receipt

  1. Open the shipment in the purchase-order history.
  2. Select Correct on an eligible allocation.
  3. Enter a negative correction quantity within the remaining eligible amount.
  4. Enter the required reason and post the correction.
Canary retains the original receipt and posts a linked correction. The inventory ledger receives the matching negative movement, and a completed order can reopen as Partially Fulfilled.

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Archive and restore

The Delete Purchase Order action archives an order and removes its outstanding quantity from ordered-supply calculations. Restore or inspect archived purchase orders in Settings > Features > Parts Inventory > Recovery. Receipts and status history remain preserved.