Purchasing

Purchasing covers everything between the signed bill of materials and the boxes on your shelf: what you already own, what still has to be bought, from whom, and what has actually arrived.

The collect overview

Open a project and go to Collect products. Four counters tell you where every unit stands: To collect (not ordered and not reserved), To receive (ordered, still with the supplier), Ready (on the shelf for this job) and Installed. The table below breaks the same numbers down per product, so you can see exactly which line is holding you up.

Ordering in one pass

Order and reserve starts a three step flow.

Step one, Collect. Anything already in your own stock is listed first with a Reserve button per product, plus Reserve all from stock. Reserving holds those units for this project, and they drop out of the ordering list. What remains is grouped per supplier. Products with no supplier yet appear in an Assign suppliers table: set a supplier per product, or tick several and assign them in one go. That choice is saved on the product, so you only do it once. You can switch the source between the project BOM and the accepted quote.

Step two, Review. Each supplier gets its own block. Correct quantities and unit costs inline, or delete lines you do not want. Empty a supplier completely and it drops out.

Step three, Create and send. One purchase order per supplier is created and gets its number. Suppliers with an order email can be emailed straight away, and the toggle is preselected when the supplier is set to auto send. Tick Download all PDFs to have every document ready to save afterwards.

Items that are not in your catalog cannot be ordered and are reported as a count at the bottom of step one. Add them to the catalog first.

Working purchase orders directly

The Purchase orders page lists everything, as a table filtered by Draft, Ordered or Received, or as a board you can drag cards across. New purchase order asks for a supplier, optionally a project and a reference, then opens the builder where you add or seed lines.

A draft has no number yet. Create purchase order assigns the number and locks it. From the More actions menu you can download the PDF, email it to the supplier, or cancel it. Deleting is only possible while it is still a draft.

Receiving goods

Once a purchase order is ordered and has lines, a Receiving card appears on it. Type the quantity received per line, or use Receive all, then Save receipt. Outstanding quantities are shown in orange. Saving the receipt is what books the stock: the movements are created by the database, so the numbers stay right no matter who saves them. When everything is in, the purchase order flips to Received by itself. That is why Received is not a drop target on the board.

If you order the same thing twice, the extra units sit on the shelf as surplus. The collect overview offers Free surplus, which releases everything the project no longer needs back to general stock.

Limits

Purchase order totals are cost based and exclude tax. Partially received orders stay in Ordered until the last unit is booked in.