How to Create and Receipt a Purchase Order in Unleashed

Before you start

• Set up the suppliers you buy from, the products you're buying and the warehouses you'll receipt into. Unleashed needs all three before you can create and receipt a PO.
• Check user roles. The role permissions that control purchasing are Purchase Order, Complete Purchase Order, Purchase Order Approvals, Purchase Order Costing, Receipt Purchase and Import Purchase Order.
• If you want approvals, turn on Require Approval for Purchase Orders in Settings > Company > Configuration and set the limit. Enter 0.00 to require approval for every PO.
• Decide how Receipt Quantity should fill in. With Auto Set Receipt Quantity on (Settings > Company > Settings), it defaults to the ordered quantity. With it off, it defaults to zero.
• Split receipting, and adding costs to a PO in Receipted status, are not available on Lite. They need Core or Pro.

Step 1: Create the purchase order

1. 1From the main menu, go to Purchases > Purchase Orders > Add Purchase.
2. 2Find the supplier with the Supplier Code or Supplier Name field, or select the magnifying glass for the advanced Supplier Search.
3. 3Fill in the header: Supplier Reference, Discount (%), Supplier Invoice Date, Tax Rate, Warehouse, Exchange Rate, Delivery Address, Order Date, Delivery Date, Template and Comments as needed.
4. 4Check the Delivery Date. It defaults to the Order Date plus the lead time in the supplier's record.
5. 5Once a supplier is selected, Unleashed gives the PO a Purchase Order Number and Parked status.

Step 2: Add Order Lines

1. 1Find the Order Lines tab below the header.
2. 2Search the Product field by Product Code, Product Description or barcode, or use the magnifying glass to search by Supplier Product Code.
3. 3Check the Purchase Unit, then enter the Quantity. The Price fills in from the supplier or quantity price on the product, or from the product's Default Purchase Price. You can overwrite it.
4. 4Add a line Discount or Comments if needed, then select Add.
5. 5If parts of the order will arrive on different days, click each line's Delivery Date and set it. The Reorder Report, Backorder Enquiry and Purchase Enquiry show line delivery dates once the PO is Placed.

Step 3: Add Cost Lines for freight and other charges

1. 1Below Order Lines, find the Cost Lines section. Leave it blank if there are no extra costs.
2. 2Pick the cost's supplier. It can be a different supplier from the PO supplier, such as your freight forwarder.
3. 3Enter the Cost (excluding tax, in that supplier's currency), Taxable, Cost Date, Reference and Comments, then select Add.
4. 4Unleashed spreads the cost across the Order Lines using the Distribution Method and shows each line's share in its Costing Total.
5. 5If a cost covers several POs, add it later with Add Shared Cost instead. Our shared costs guide covers that.

For freight that covers several orders, see How to split freight costs across purchase orders. For how these costs change stock value, see How average landed cost works in Unleashed.

Step 4: Place the PO and send it to the supplier

1. 1Select the green Place button in the top right. Placed POs count toward a product's On Purchase quantity. Parked and Unapproved POs don't.
2. 2If you're still drafting, use the Save button's Park option instead.
3. 3To send it, select Email at the bottom of the PO. Supplier contacts with Purchasing ticked fill the To field, and a PDF of the PO is attached.
4. 4Select Send. View Email Log on the PO shows what was sent and when.

Step 5: Receipt the goods

1. 1Open the Placed PO and select Receipt, or go to Purchases > Purchase Orders > Receipt Purchase and search by Order Number.
2. 2Set each line's Receipt Quantity to what physically arrived. The action cog in the Receipt Quantity header offers Set All to Ordered Quantity and Zero All Quantities.
3. 3For batch or serial tracked products, enter the Batch and Serial numbers next to the Receipt Quantity.
4. 4Choose how to save it. Confirm Receipt if all lines arrived and more costs are coming. Complete if all lines arrived and no more costs are due. Split Receipt or Split Complete if some lines arrived short (Core and Pro only).
5. 5Receipt on the day the stock arrives. Unleashed dates the stock movement to the day the PO changes to Receipted or Completed.

Step 6: Add late costs, then complete

1. 1When a freight or other invoice arrives after receipting, open the Receipted PO and add it in Cost Lines (Core and Pro only).
2. 2Complete the PO. Unleashed recalculates the average landed cost of the receipted stock.
3. 3If some of that stock was already shipped, Unleashed posts a Recost Adjustment. You can see these in the Transaction Enquiry.

If something doesn't look right

• The PO shows as Unapproved: approvals are on, the PO is over the approval limit, and the user doesn't have the Purchase Order Approval permission. A user with that permission must approve it.
• A delivery date is missing from the Reorder Report: line delivery dates only show once the PO is Placed, not Parked.
• You need to add a cost to a completed PO: you can't. Completed POs take no more costs. Unleashed's advice is to reverse the PO with a Supplier Return and enter it again with the cost.
• Wrong product, quantity or price on a completed PO: create a Supplier Return to remove the goods and create a new PO to replace it.
• Stock went into the wrong warehouse: the warehouse can't be changed after receipting. Use a Warehouse Transfer, or a Supplier Return to correct the PO.
• An error appears when receipting a very large PO: Unleashed says POs with 300 or more lines can time out. Receipt fewer lines at a time.

Where Unleashed leaves the work to you

• Someone has to chase each supplier for a confirmation and a delivery date and keep the PO's Delivery Date current. Unleashed only shows the date you enter.
• Deposits and pre-payments can't be recorded against a PO. Unleashed suggests noting them in the PO's Comments for the accounts team.
• Freight and other invoices often arrive after the goods. Someone has to add them to the right PO before completing it, or the landed cost is understated.
• Mistakes after Receipted or Completed status can't be edited away. Each one is a Supplier Return, a stock adjustment, or a new PO.

Where Logistify fits

Logistify doesn't create or approve purchase orders, and your team keeps the buying decisions. The Procurement Service follows up with suppliers on open purchase orders, captures confirmed dates and quantities, and routes exceptions to your team. Receipting stays with your warehouse team. On the customer side, the Sales Order Service enters customer orders that arrive by email, PDF, Excel, EDI, WhatsApp, SMS, voicemail or paper into Unleashed as sales orders.