> ## Documentation Index
> Fetch the complete documentation index at: https://docs.oncanary.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Purchase orders

> Request, approve, receive, correct, archive, and restore purchased inventory.

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.

## 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.

## Status flow

| Status              | Meaning                                                    |
| ------------------- | ---------------------------------------------------------- |
| Requested           | A member submitted a purchase request for admin review     |
| Pending             | An administrator created or accepted an order for approval |
| Approved            | The order can receive shipments                            |
| Declined            | The request or order needs revision                        |
| Partially Fulfilled | At least one receipt is posted and quantity remains        |
| Completed           | Receiving is complete                                      |
| Canceled            | The workflow ended before completion                       |

## 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.

## 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.

## 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.

## 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.

## 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.

## Related pages

* [Vendors](/help/purchasing/vendors)
* [Stock movements](/help/parts/stock-movements)
* [About parts](/help/parts/overview)