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Purchase Orders

Order parts from vendors and track receiving to keep inventory accurate.

Overview

Purchase orders help you track parts ordering and receiving. Create POs for vendors, track order status, and update inventory automatically when orders are received.

  • Vendor management — Track your parts suppliers
  • PO creation — Order parts with line items from your catalog
  • Status tracking — Draft, Sent, Partial, Received, Cancelled
  • Partial receiving — Receive orders in multiple shipments
  • Auto inventory update — Stock increases when parts received

Managing Vendors

Before creating purchase orders, set up your vendors (parts suppliers).

Adding a vendor

  1. 1

    Go to Vendors

    Navigate to Inventory → Vendors in the sidebar.
  2. 2

    Click Add Vendor

    Click the Add Vendor button.
  3. 3

    Enter vendor details

    • Name — Company name
    • Contact — Primary contact person
    • Phone / Email — Contact information
    • Address — Shipping/billing address
    • Account Number — Your account with this vendor
    • Notes — Payment terms, lead times, etc.
  4. 4

    Save

    Click Save. The vendor is now available when creating POs.

Preferred vendors

You can assign preferred vendors to parts in your catalog. When creating a PO, BayTrack can suggest the preferred vendor for each part.

Creating a Purchase Order

Create a purchase order to order parts from a vendor.

  1. 1

    Go to Purchase Orders

    Navigate to Inventory → Purchase Orders.
  2. 2

    Click New Purchase Order

    Click New Purchase Order.
  3. 3

    Select vendor

    Choose the vendor you're ordering from. This determines where the PO will be sent.
  4. 4

    Add line items

    Add parts to the order:
    • Search your parts catalog
    • Enter quantity to order
    • Confirm or adjust unit cost
    • Add notes if needed (e.g., specific brand)
  5. 5

    Review totals

    BayTrack calculates line totals and the PO total automatically.
  6. 6

    Save as Draft or Send

    • Save Draft — Save for later editing
    • Send — Mark as sent to vendor

💡 Quick reorder

From the Parts list, you can click "Reorder" on any part to start a new PO with that part pre-filled.

PO Status Workflow

Purchase orders progress through these statuses:

  • Draft — PO is being created, not yet sent
  • Sent — PO has been sent to the vendor
  • Partial — Some items have been received, others pending
  • Received — All items fully received
  • Cancelled — PO was cancelled before completion

Sending a PO

When you mark a PO as "Sent", you're indicating it's been communicated to the vendor (via email, fax, phone, or portal). BayTrack records the sent date for tracking.

Cancelling a PO

You can cancel a Draft or Sent PO. If items have already been received, the PO cannot be cancelled (you'd need to return the items and adjust inventory manually).

Receiving Orders

When parts arrive, receive them in BayTrack to update inventory.

Full receiving

  1. 1

    Open the PO

    Navigate to the purchase order that shipped.
  2. 2

    Click Receive

    Click the Receive button.
  3. 3

    Confirm quantities

    Review the quantities. If everything arrived as ordered, confirm.
  4. 4

    Complete receiving

    Click Receive All. Inventory is updated and PO moves to "Received".

Partial receiving

If only some items arrived (backorders, split shipments):

  1. 1

    Open the PO

    Navigate to the purchase order.
  2. 2

    Click Receive

    Click Receive.
  3. 3

    Enter received quantities

    For each line, enter how many you actually received. Leave zeros for items that haven't arrived yet.
  4. 4

    Save partial receipt

    Click Receive Selected. PO moves to "Partial" status. Remaining items stay on the PO for future receiving.

You can receive partial shipments multiple times until all items are received.

Inventory updates

When you receive parts:

  • Part quantity increases by the received amount
  • Part cost may update if vendor price changed
  • Receiving is logged in stock history
  • Low-stock alerts auto-dismiss if threshold is now met

Multi-Location Receiving (Pro+)

With multi-location inventory, you specify which shop receives the parts.

  • When receiving, select the destination shop
  • Parts are added to that shop's inventory
  • Each shop maintains separate stock levels

ℹ️ Default receiving location

The PO can have a default receiving location set when created. You can override during receiving if the shipment went to a different shop.

PO History & Reports

Track your purchasing activity and spending.

  • View all POs by status on the Purchase Orders list
  • Filter by vendor, date range, or status
  • See receiving history on each PO
  • Export PO data to CSV for analysis

Vendor spending

Track how much you spend with each vendor over time. This helps with:

  • Negotiating volume discounts
  • Identifying your top suppliers
  • Budgeting for parts expenses

Tips & Best Practices

  • Set reorder points — Get alerts before you run out
  • Consolidate orders — Combine multiple parts into one PO to reduce shipping costs
  • Track lead times — Note vendor lead times to order early enough
  • Verify on receipt — Count and inspect parts before confirming receiving
  • Document discrepancies — Note any damaged or missing items in PO notes