Purchase Orders
Manage your purchasing workflow from vendor order to receipt.
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Creating a Purchase Order
1. Go to Products → Purchase Orders tab.
2. Click New Purchase Order.
3. Select the vendor.
4. Select the destination location.
5. Add line items:
- Product name.
- SKU.
- Quantity.
- Unit cost.
- Total (auto-calculated).
6. Set expected arrival date.
7. Add notes (optional).
8. Click Save as Draft.
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Purchase Order Workflow
Draft → Created but not yet submitted. You can edit items and details.
Submitted → Submitted for approval. A manager reviews and approves or rejects.
Approved → Approved for ordering. The vendor is notified (if integrated) or you contact them manually.
Partially Received → Some items have been received but not all. You can receive items in multiple shipments.
Closed → All items received and the PO is complete. Inventory is updated.
Cancelled → PO was cancelled before completion.
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Receiving Inventory
When a shipment arrives:
1. Go to Products → Purchase Orders.
2. Find the approved PO.
3. Click Receive.
4. Enter received quantities for each item:
- Enter the actual quantity received (may differ from ordered).
- Enter the METRC package tag for each item.
- Enter the batch number.
- Enter the harvest date.
- Upload lab test results (if not already in METRC).
5. Verify the cost matches the invoice.
6. Click Complete Receipt.
The received items are added to your inventory and synced to METRC.
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Approval Workflow
Purchase orders can require manager approval:
- Set an approval threshold (e.g., POs over $1,000 require approval).
- Managers receive notifications for pending approvals.
- Approvers can approve, reject, or request changes.
- All approval actions are logged.
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Purchase Order Reports
- Open POs: All purchase orders awaiting receipt.
- Receiving History: What was received and when.
- Vendor Performance: On-time delivery, fill rate, quality.
- Spending Analysis: Purchasing trends by vendor, category, or time.
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Vendor Integration
Some vendors support electronic purchase order submission:
- PO is sent directly to the vendor's system.
- Vendor confirms receipt and expected ship date.
- Tracking information flows back automatically.
- Contact support to configure vendor integrations.