Purchasing
- Where do I see purchase orders waiting to be received?Open Purchase Orders and check the Sent, Partially received and Received, some rejected tabs.
- Why is no order listed in the PO Workbench?The PO Workbench lists eligible orders at the chosen Fulfillment Location with physical items still needing purchase orders.
- Which order statuses can go on a purchase order?Any status with Eligible for purchase orders ticked can supply orders to the PO Workbench.
- Why can't I create a purchase order for this order?Hover over Create PO to see the specific blocker.
- Why is Create PO in the ⋯ menu and not the header?The header shows Create PO only for paid or partially paid orders with no creation blockers.
- What does No Vendor mean in the PO Workbench?No Vendor means the grouped order lines have no vendor assigned, so their card cannot be selected for PO creation.
- Does Save on a vendor card create the purchase order?No. Save on a vendor card closes its editing form and keeps the preparation in the workbench.
- Are new purchase orders sent to the vendor straight away?No. The PO Workbench creates draft purchase orders with permanent PO numbers.
- Why did an item disappear from a vendor card in the workbench?Stock at the chosen Fulfillment Location can cover an item, so the PO Workbench leaves it off the purchase order.
- Can one purchase order cover several customers?Yes. The PO Workbench combines selected customer orders' lines for the same vendor into one purchase order.
- Can I order more than the customer needs?Yes. Increase Quantity above the customer's remaining need on the vendor card.
- Why does my purchase order total say Incomplete?Incomplete means at least one PO line has no vendor cost set; zero also counts as unset.
- Why can't I add New product… or From a template… to a PO?New product… and From a template… require Manage the catalog and a new purchase order.
- Why can't I receive a new product on my PO yet?The product must finish being created in Shopify before OrderPilot can receive it.
- Do service lines go on purchase orders?No. Service lines never go on purchase orders, and an order with only services has nothing to buy.
- Why does one sofa show as two rows on my purchase order?A sofa can have a separate PO row for an option that tracks its own inventory.
- What does Sending mean on a purchase order?Sending means the purchase-order email is queued or being submitted to the email provider.
- Why is Send to vendor greyed out?An enforced vendor minimum can keep Send to vendor greyed out until the PO meets it.
- My vendor has no email. Can I still send the purchase order?Yes, you can record a PO as sent without a vendor email, but OrderPilot will not email anyone.
- How do I mark a PO sent that I emailed myself?Open Send to vendor and choose Confirm as Sent in the composer after sharing the PO yourself.
- Why can't I add a CC to a purchase order email?Without View costs, PO emails can go only to the vendor and the location's default CC and BCC recipients.
- When does an order move to Sent to Vendor?With the default purchasing connections, an order moves to Sent to Vendor when every required purchasing line has been sent.
- Can I edit a purchase order after it's sent?Yes. You can edit a Sent, Partially received or Received, some rejected PO unless it is finalized.
- Does editing a sent PO email the vendor?No. Saving a sent PO does not email the vendor automatically.
- Why can't I edit this purchase order?Normal item editing is unavailable while a PO is Sending, Received, Rejected, Completed or finalized.
- Someone else changed the PO while I was editing. What now?Click Reload purchase order, review the latest version, and enter your intended changes again.
- Can I cancel a purchase order I already sent?Yes, if nothing has been received or rejected and no vendor payment is recorded.
- Does the Side Label print on the purchase order?No. Side Label appears on the purchase-order page only.
- Why does my PDF show received costs but my vendor's doesn't?Your downloaded PO copy can show received quantities and costs after a receipt, while the emailed vendor copy keeps the order as placed.
- Why does the PO PDF say Not set?Not set means a visible PO line has an unknown or zero vendor cost.
- Why don't prices show on my vendor's purchase order?New purchase orders hide vendor-facing prices by default.
- Why can't I reply to the vendor from the purchase order?Vendor replies require Receive replies to be configured, the PO to have been sent, and your role to allow Send and cancel purchase orders.
- What files can I attach to a purchase order?A purchase order accepts any attachment type, up to 20 MB per file and 50 files per PO.
- Can I record more than a purchase order's total as paid?Yes. OrderPilot allows a vendor-payment record above the PO total and warns that the excess is Paid over the PO total.
- Can I receive more than I ordered?No. Accepted and rejected quantities cannot exceed the ordered quantity.
- Why is Receive all remaining greyed out?Receive all remaining is unavailable when no eligible units remain for that action.
- Can rejected units be replaced on the same purchase order?Yes, while the PO remains eligible for receiving, including Received, some rejected.
- Why can't I change a received count on a receipt?A template received into Shopify stock cannot have its accepted count changed through receipt editing.
- Where does received stock land?Received inventory goes to the PO's Delivery Location, chosen as Fulfillment Location in the workbench.
- What happens to units that arrive after the order was cancelled?Supported current PO lines for cancelled orders receive as ordinary available stock at the receiving location.
- Why don't I see the Move button for held units?Move is offered for template units held for a live customer order at a different location, after all units that order needs have arrived.
- I set a default split method. Why does Add charge open on By value?Add charge opens on By value even when you saved another Default split method.
- How do I change how purchase orders are numbered?Open Settings › Purchasing & accounting › Purchase orders & costing › Purchase orders.
- Why does the app say Supplier instead of Vendor?Your store has changed Vendor wording in Settings › Purchasing & accounting › Vendors.
- Why is my order stuck at Partially Ready to Ship when everything on its POs arrived?Check special-order lines that are not on a PO yet or have not been received.
- Can Shopify Sidekick tell me when stock is coming?Yes. Shopify Sidekick can find OrderPilot purchase orders by number, vendor or status, and look up incoming stock by product or SKU.
- When does an order move to Ready to Ship?An order becomes ready when its required purchasing units have arrived and the store's All items here connection runs.
- Can I buy stock without a customer order?Yes. Open Purchase Orders > Create standalone PO, choose a physical Fulfillment Location, and add a vendor.
- Where do I see progress after clicking Create POs?Open Purchase Orders to see Creating purchase orders and X of N done for a run you started.
- Can a vendor ship straight to my customer?Yes, when all active items on the PO belong to one customer and the required shipping details are available.
- Can I receive a purchase order in several deliveries?Yes. Post a separate receipt for each delivery, entering only the accepted units arriving now under Receiving now.
- Can I add a customer’s late item to a PO already sent?Yes, if the PO shares the item's vendor, is Draft, Sent or Partially received, and is not finalized.
- Can I split one customer line between purchase orders?Yes. Lower Quantity in the vendor card to buy part of the line now, then create that draft.
- How do I keep a customer item off future purchase orders?Choose Manage PO > Exclude on the customer-order line, then save the order.
- How many purchase orders can I create at once?You can create up to 50 purchase orders in one PO Workbench run.
- Does recording a vendor payment send the money?No. Record payment in Vendor payments records money you paid through another method.
- Does rejecting damaged goods create a vendor credit?No. Rejecting goods records the rejected quantity and reason; it does not create a vendor refund or credit.
- Does replying to a vendor send the updated PO PDF?No. A reply in Conversation sends the message without attaching a new PO PDF and leaves the PO status unchanged.
- Can the vendor see my internal PO notes?No. Internal notes in the vendor conversation are never emailed to the vendor.
- Does an enforced vendor minimum include freight and tax?No. An enforced vendor value minimum uses the goods subtotal, excluding shipping, tax and landed-cost charges.
- Can I move only some held units to the showroom?No. The held-stock Move action moves all units the customer order needs together.
- Why can’t I receive replacements on the original PO?A replacement PO can take over the rejected units' purchasing allocation, disabling those rows on the original PO.
- Can I reopen a cancelled purchase order?No. Cancelling a purchase order removes it and its stored attachments, and OrderPilot cannot undo that cancellation.
- Why did changing Standalone PO clear my workbench edits?Switching between customer-order purchasing and Standalone PO discards unsaved vendor selections and edits.
- How can I check what arrived against the vendor’s invoice?Use the PO's Receiving history to identify the delivery, then compare its accepted quantities and Vendor cost with the invoice.