Purchase order

Most of its value arrives later. The purchase order is the only record of what was meant to turn up, so it is what you count the boxes against.

What is on one

Nearly every purchase order carries the same six things:

• A number, like PO-1042, so both sides can find it later
• The supplier, and where the order is going
• One line per product, with the quantity
• The unit cost you agreed, which may not be the list price
• A delivery date
• Which of your locations it is bound for

Shopify does not build purchase orders on its own. Stores use a spreadsheet, the supplier’s own form, or an app.

Why it matters at the door

A delivery with no purchase order behind it is a guess. You have boxes, a delivery note written by the supplier, and nothing of your own to check it against.

Counting against the purchase order is what catches a short delivery on the day it lands. Counting against the delivery note only proves the supplier packed what the supplier says they packed. The full method is in how to receive a purchase order in Shopify.

Where it goes wrong

Orders get closed early. A supplier sends 40 of the 60 you asked for, someone marks the order done, and the last 20 are never chased. That is a part delivery, and the order needs to stay open until the rest lands.

The other common fault is booking stock in from the delivery note because it is quicker. It is also how stock accuracy starts to slip.