Purchase Orders

Goal

Record an ingredient or packaging order, including quantities, agreed prices, and the expected delivery date. A purchase order is often shortened to PO.

Before You Start

• At least one vendor exists.
• At least one purchasable item exists.
• You know expected quantities, dates, and unit prices.

Steps

1. Navigate to Purchasing > Orders.

2. Click Create Purchase Order.

3. Select the vendor and expected date so you can see which deliveries are due.

4. Add each item, its quantity, and its unit price. Use the item’s stock unit: if you track an ingredient in grams, enter the amount in grams and its price per gram.

   

5. Click Create Purchase Order to save a draft.

6. Open the draft and click Submit Order to move to OPEN (confirmation title: Submit Purchase Order).

   

7. Use available order actions according to status:

   • DRAFT: edit, submit, cancel, delete.
   • OPEN: receive, edit, cancel, close.
   • PARTIALLY_RECEIVED: receive remaining lines or close.

Expected Result in Formul

• Order number is created and visible in the order list.
• A draft doesn’t add stock or allow receiving. Submit Order opens it for receiving.
• The status shows whether the delivery is still due, partly received, or finished.

What Each Status Means

Status	What you can do	What it tells your team	Stock impact
DRAFT	Edit, submit, cancel, delete	Order is not committed yet	No inventory movement
OPEN	Receive, edit, cancel, close	Receiving can start against this PO	No movement until a receipt is posted
PARTIALLY_RECEIVED	Receive remaining lines, close	Some lines are in stock, some still outstanding	Each receipt posts RECEIPT ledger entries
CLOSED	View only	No more receipts expected	No new PO receipts should be posted
CANCELLED	View only	Order is intentionally stopped	No further receiving allowed

Only Confirm Receipt adds stock, through RECEIPT transactions. Submitting, cancelling, or closing an order doesn’t change physical quantities. Closing a partly received order stops the remaining delivery from being received; it doesn’t remove what already arrived.

If Something Looks Wrong

• If submit fails, confirm required header and line fields are complete.
• If receive is unavailable, confirm status is OPEN or PARTIALLY_RECEIVED.
• If values look wrong, verify line item unit prices before receiving.
• If a PO was closed too early, no additional receipts can be posted through normal PO receiving flow.
• If a user tries to receive while still in DRAFT, Formul blocks the action by status.

Next Step

Receive stock and post inventory in Receiving Inventory.

Tip

Submitting an order records it as open in Formul. Send the purchase order to your supplier through your usual ordering channel; submission doesn’t email it.