Purchase orders are essential for managing inventory in Vibe. You can create them in two ways:
Manual.
For items without inventory tracking, incomplete fields, or special orders.Automatic.
Based on existing stock levels, replenishment settings, and sales history.
Create a Manual Purchase Order
A manual purchase order is useful for special orders, incomplete fields, or items without inventory tracking. Follow the steps below to create one:
Go to the Dashboard. Then, click the Receiving tab.
Click the red Receive button and select Purchase Order.
Add items to the queue.
Complete the following sections:Add a Supplier.
Select the supplier for this receiving.Payment Method.
Record the type and amount of payment.Receiving Date.
Defaults to the submission date; update if necessary.Comments.
Add optional notes for the receiving.
Choose how you'd like to finish the purchase order.
Purchase order options to complete:
Finish.
Updates inventory and closes the receiving.
Suspend.
Saves the receiving without updating inventory.
Generate an Automatic Purchase Order
Automatic Purchase Orders (POs) help maintain stock levels by automatically generating orders based on item settings.
Go to the Dashboard. Then, click the Receiving tab.
In the Supplier section, click the three dots (...) and choose Create Purchase Order.
Enter the following details:
Supplier
Category
Criteria for Purchase Order
Clear Current Items in Cart
Once done, click save. The system will automatically calculate and populate order quantities to meet each item’s Replenish Level.
Note:
To work properly, items must have:
Replenish Level.
Target stock quantityReorder Level.
Triggers notification or reportSuppliers.
Assigned to items
Edit a Purchase Order
If details in a purchase order need to be updated, you can edit recent or past orders. Follow the steps below to make changes:
Go to the Dashboard. Then, click the Receiving tab.
Click the red Receive button and select Purchase Order.
To edit a purchase order, open the Receiving tab.
In the Supplier section, click the three dots (...) and choose Show Last Receiving for the most recent order, or, Lookup Receipt for an older one. Edit as needed, then select Finish to update inventory.