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Purchase Orders

Create, manage, and send purchase orders to your suppliers directly from GreenPOS.

Accessing Purchase Orders​

Navigate to Inventory > Purchase Orders in the sidebar (admin and manager roles only).

Creating a Purchase Order​

Manual Creation​

  1. Click New Purchase Order
  2. Select a Supplier from the dropdown
  3. Add products:
    • Select a product from your catalog
    • Enter the quantity to order
    • The unit cost auto-fills from the product's cost-per-unit (editable)
  4. Add optional notes for the supplier
  5. Click Create PO

The PO is created as a Draft and assigned an auto-generated PO number (e.g., PO-2026-0001).

From Reorder Suggestions​

  1. Go to Reports > Demand Forecast
  2. Click the Reorder Suggestions tab
  3. Check the products you want to reorder
  4. Click Create Purchase Order
  5. GreenPOS automatically groups items by supplier and creates one PO per supplier
  6. Review and adjust quantities on the Purchase Orders page

Purchase Order Statuses​

StatusMeaning
DraftCreated but not yet sent to supplier
SentEmailed to supplier
Partially ReceivedSome items received (future feature)
ReceivedAll items received
CancelledOrder cancelled

Viewing a Purchase Order​

Click any PO in the list to see:

  • Supplier information and PO number
  • All line items with quantities and costs
  • Subtotal and total
  • Current status and timestamps

Sending a PO to a Supplier​

  1. Open a Draft purchase order
  2. Click Send to Supplier
  3. Confirm or edit the supplier's email address
  4. Optionally add a CC email
  5. Click Send

The supplier receives a professional HTML email with:

  • Your store name and contact information
  • PO number and date
  • Itemized table with product names, SKUs, quantities, and costs
  • Subtotal
  • Any notes you included

Deleting a Purchase Order​

Only Draft POs can be deleted. Click Delete on the PO detail view and confirm.

Tips​

  • Use the status filter at the top to quickly find Draft, Sent, or Received orders
  • The PO number auto-increments per year (PO-2026-0001, PO-2026-0002, etc.)
  • Set up supplier emails in Inventory > Supplier Invoice so POs auto-fill the email address