Supplier orders

Supplier orders are the orders used to plan replenishment from suppliers. A supplier order does not move stock and does not create available stock; it defines which products are expected at receiving, in what quantities, and for which warehouse.

The order becomes useful in the Goods receiving flow after it is saved. The operator can then receive goods based on the order, and Putaway WMS compares scanned products with ordered products.

Note

Use supplier orders for planned replenishment. If goods arrive without a previously created order, receiving is done through the Receiving without order flow.

Opening The Page

To work with these orders, open Inventory -> Supplier orders.

The page is available only to users who have permission for supplier orders. Creating and editing supplier orders requires separate permissions.

The order is linked to the current warehouse. Before creating a new order, check that you are working in the correct warehouse.

Supplier Orders List

The list shows existing orders and allows opening each order for viewing.

The table includes:

• order number;
• supplier;
• warehouse;
• status;
• order date;
• user who created the order;
• actions available for orders that are no longer drafts.

The list can be filtered by:

• search text: order id, order number, product name, SKU, or MPN;
• supplier;
• user who created the order;
• date range.

Statuses

A supplier order can have the following statuses:

Status	What it means
Draft	The order is in progress. Products and quantities can be changed.
Saved	The order is finalized for replenishment and can be used for receiving.
Cancelled	The order is no longer active. It can be restored as Saved if needed.
Received	The order was closed after receiving and issuing the receiving document.
Partially received	The order was received with missing products for which a child order was generated.

The normal flow is:

1. Draft after creation.
2. Saved after confirming the order.
3. Received or Partially received after receiving and Goods receipt note.

An order in Draft status can be deleted. After it is saved, the order is no longer edited as a draft; it can be cancelled, restored, printed, downloaded, or used in receiving, depending on status and permissions.

Caution

The Received and Partially received statuses are the result of the receiving and documentation flow. Do not use order editing as a replacement for physically receiving goods.

Creating An Order

To create a supplier order:

1. Open Inventory -> Supplier orders.
2. Press New order.
3. Select the supplier.
4. Fill in notes if needed.
5. Press Save.

Putaway WMS creates a draft and generates the order number. After creation, enter the edit screen to add products.

Note

The supplier must already exist in Catalog -> Suppliers before creating the order.

Adding Products

Products are added in the order edit screen.

The Products area shows products linked to the selected supplier. Parent products are not ordered directly; work with orderable products.

For each product, Putaway WMS shows stock values for the order warehouse and for all warehouses:

• total stock;
• sellable stock;
• quarantine stock;
• reserved stock;
• available to sell;
• ordered from suppliers.

These values help you choose the quantity, but they do not change the order automatically.

To add a product:

1. Search for the product by name, SKU, barcode, or MPN.
2. Press the + button on the product row.
3. Check the quantity in the Order items area.
4. Adjust the quantity with the numeric selector.

Quantity 0 removes the product from the order. Quantity changes are allowed only while the order is in Draft.

Tip

For a complete replenishment decision, compare the order with Low stock, Stock, and existing supplier orders.

Saving The Order

After products and quantities are correct, open the order in view mode and press Save.

This action moves the order from Draft to Saved.

After saving:

• products and quantities can no longer be edited as a draft;
• the order appears in the receiving flow for its supplier and warehouse;
• the order can be printed or downloaded;
• the order can be exported to CSV or Excel;
• the order can be cancelled if goods should no longer be received on it.

Saving the order uses the current row version. If another user changed the order in the meantime, Putaway WMS refuses the change and you must reload the data.

View, Activity, And Export

The view screen shows:

• products in the order;
• supplier;
• warehouse;
• notes;
• current status;
• activity history.

The activity history shows events such as draft creation, product additions or changes, status changes, and child order creation.

For orders that are not in Draft, the following actions are available:

• print PDF;
• download PDF;
• export CSV;
• export Excel.

The PDF includes company details, supplier details, warehouse, the user who created the order, and ordered products.

Link With Receiving

A supplier order is available in Goods receiving only if:

• it belongs to the current account;
• it belongs to the current warehouse;
• it belongs to the supplier selected in receiving;
• it has Saved status;
• it is not already received or cancelled.

In receiving, the operator selects the supplier, then selects the order from the list of available orders.

If receiving for the same order has already started in a receiving location, Putaway WMS requires continuing in the same location. You cannot continue the same order in another receiving area.

Putaway WMS refuses the receiving location if:

• the location is not a Receiving location;
• the location is locked;
• the location already has products documented through a goods receipt note or adjustment;
• the location is used by another supplier order;
• the location contains products that cannot be mixed with the current receiving flow.

Receiving Differences

When completing order-based receiving, Putaway WMS compares ordered quantities with scanned products.

The following situations can appear:

Situation	What happens
Complete match	Scanned quantities match the order.
Surplus	Products or quantities higher than ordered were scanned.
Shortage	Quantities lower than ordered were scanned.

Surplus is displayed in the verification dialog. If it must be kept, confirm completion. If it must not be kept, cancel completion, remove the extra products from the receiving location, and complete again.

Shortages are decided when issuing the Goods receipt note. In that step, you can close the order or create a child order for the remaining products.

Child Orders

If there are missing products when issuing the goods receipt note and you choose to create a child order, Putaway WMS:

• marks the original order as Partially received;
• creates a child order in Saved status;
• puts only the remaining quantities on the child order;
• keeps the link with the original order;
• displays the child order number using the parent order number with a child suffix.

The child order can later be received like any saved supplier order.

If shortages are closed without a child order, the original order is marked as Received after documentation.

Important Rules

• Create supplier orders only for suppliers that already exist in the catalog.
• Add only products linked to the selected supplier.
• Check the warehouse before creation; the order is used for receiving only in its warehouse.
• Do not use supplier orders for stock corrections. For real differences, use receiving, goods receipt note, putaway, and adjustment flows.
• Do not retrospectively change an order to hide physical differences. Differences are handled in receiving and when issuing the document.
• For perishable or serializable products, the setup in Products and Lots must be correct before receiving.
• After documents are issued, continue with Putaway so the receiving location becomes available again.