Create a purchase order

Build a purchase order for the materials you buy from one supplier and set quantities in your purchase units. The first valid save creates an Not received order and books expected supply.

6 steps · ~4 minApplies to: New → Not receivedAccess: Purchasing operate

Before you start

You’ll need at least one supplier and active items to buy. Items can carry a purchase unit and purchase-to-stock conversion; when they do not, the line falls back to the stocking unit with a factor of 1. You also need operate access to Purchasing (owners and admins have it by default; team members need it assigned).

1. Start a new order. From Purchasing > Orders, choose New Purchase Order. Ashicore opens an unsaved card titled New purchase order. You can enter a purchase order number right away, or leave it blank so Ashicore assigns the next PO number on the first successful save. Once the card first saves with a supplier and line, Ashicore changes the URL to the saved order and shows it as Not received.

   Ashicore · Purchasing New Purchase Order

   Order	Supplier	Status
   PO-1042	Cooperativa del Huila	Received
   PO-1041	Yirgacheffe Coffee FCU	Partially Received
   PO-1040	Crown Roasting Supply	Not received

   The purchase orders list. New orders open unsaved; after a valid autosave, you can leave and return to them at any time.

2. Choose a supplier. Pick who you’re buying from. Both a supplier and one complete material line are required before the first save; until then, the save indicator says Supplier is required or Add a material to save. Your edits stay on the unsaved card. The supplier’s name is copied onto the order when the order is saved. Later edits to the purchase order refresh that copied name from the current supplier record.

   New purchase order Not received

   Supplier*

   Cooperativa del Huila

   CH Cooperativa del Huila 9 items

   YC Yirgacheffe Coffee FCU 6 items

   CR Crown Roasting Supply 4 items

3. Add material lines. Choose Add material for each item you’re ordering. Pick the item, enter Quantity in its UoM (for example, a 69 kg bag), and review Price per unit. The selected item’s SKU stays visible beneath its name, while Supplier item code and Internal barcode show its current item details; an em dash means that detail is empty. The price prefills from the item’s default purchase price (and its default tax rate) and stays editable. Ashicore converts to stocking units and can show the resulting Landed cost — the stock-unit cost your inventory is valued at.

   Not received · PO-1045 · Cooperativa del Huila + Add material

   Item	Supplier item code	Internal barcode	Quantity	UoM	Price per unit	Total price	Landed cost
   Huila Green RVS-GRN-HUILA	CH-HUILA-69	00850123456789	12	Bag ×69 kg	$310.00	$3,720.00	$4.49
   Yirgacheffe Green RVS-GRN-YIRG	—	00850987654321	8	Bag ×60 kg	$372.00	$2,976.00	$6.20
   Material subtotal							$6,696.00

   Purchase unit vs. stock unit

   A “Bag (×69 kg)” line ordered twelve times becomes 828 kg of inventory. The landed cost per stock unit climbs above the raw $310 ÷ 69 = $4.49 once by-value additional costs are allocated in the next step.

4. Add additional costs (optional). Choose Add cost to capture freight, customs, or other charges. In the Cost column, pick Shipping, Customs, or Other. Amount is required for any cost row you begin, including one where you only choose a separate supplier. For each row, choose how it’s distributed: By value uses each line’s share of material value, By quantity uses its share of ordered purchase units, and Not distributed raises the order total without changing inventory valuation.

   Additional costs

   Cost	Reference	Distribution	Amount
   Shipping	Ocean freight — Bill #4471	By value	$480.00
   Other	Pallet deposit	Not distributed	$60.00

   Material subtotal$6,696.00

   Shipping (by value, landed)$480.00

   Other (not distributed)$60.00

   Order total$7,236.00

   Where the money lands

   By value and By quantity costs flow into your inventory cost and, for tracked items, the lot cost when you receive. A Not distributed cost raises the order total but never the inventory valuation. Editing a distributed cost after receipt revalues tracked stock still on hand from this order; untracked shared-bucket materials save the edit without rebasing in v1.

5. Set delivery details. Add the delivery address and an optional expected arrival date. There is no Save button: valid changes autosave. Until you choose a supplier and add one complete material line, the card remains unsaved; the save indicator names the missing requirement. After the first valid save, it has a PO number, is counted in expected supply, and can be reopened. It stays editable and deletable after receipt; deleting received orders removes stock still on hand and keeps used quantities in history.

   Delivery & details ✓ Saved

   Expected arrival

   Apr 18, 2026

   Delivery address

   Riverside Yard

   Address line 1

   2200 Riverside Rd

   City

   Paonia

   Region

   CO

   Postcode

   81428

6. Send it. The normal supplier-facing path is the header mail action: choose Send PO email, review Send documents for PO-1045, and send the email. The order is already Not received and expected supply is already live; email only sends the supplier document.

   PO-1045 · Cooperativa del Huila Send PO email

   Not received expected supply is live

Done — the order is Not received

Expected supply is live after the first valid save, and the order remains editable and deletable throughout its lifecycle. Next, when stock arrives, receive it into inventory.

What’s next

• Receive stock — turn ordered quantities into inventory.
• The purchase order lifecycle — what you can edit, receive, or delete at each status.
• Sync a supplier bill — create a payable bill before or after receipt.