Purchase orders (POs)
PO creation, statuses, partial receipt, cost tracking
Purchase orders
A Purchase Order (PO) is the official order between salon and supplier. Bookinda tracks ordered vs received quantity.
Where to find it
Inventory → Purchase Orders tab. Or /manager/inventory/purchase-orders.
Create a new PO
Steps
- + New PO button
- Pick supplier (active only)
- Add items: product + quantity + unit cost
- Expected delivery date (optional)
- Notes (optional, e.g., "Urgent" or "Location 2")
- Save (DRAFT) or Send (move to ORDERED)
PO number
Auto, format: PO-2026-00001 (year + sequence).
Cost math
- Line total = quantity × unit cost
- PO total = sum of line totals
Statuses
DRAFT
Still editable, not sent yet.
ORDERED
Officially ordered (e.g., emailed, phoned).
PARTIALLY_RECEIVED
Some items received, others en route.
RECEIVED
All items received and recorded.
CANCELLED
Order revoked (e.g., supplier can't fulfill).
Partial receipt
A PO rarely arrives at once. With "Receive items":
- Open the PO
- For each item, enter actually received quantity
- Remainder stays "Pending"
- Status becomes PARTIALLY_RECEIVED, only RECEIVED when all items in
What happens on receipt
- PURCHASE stock movement for each received item
- Stock auto-updated (per location)
- Unit cost stored (cost tracking)
Cost tracking
Unit cost at receipt is stored in the stock movement. This enables:
- Accurate profit math
- Periodic price-change analysis (avg cost vs retail)
- Supplier comparison (who's cheaper)
PO details
Click PO row:
- Item list (ordered vs received)
- Stock movements (linked to receipts)
- Created at + by
- PO notes
When to use it
Scenario 1, classic weekly order Monday morning: low-stock check → 5 products → + New PO → supplier Hairstore → quantities → ORDERED. Email to supplier.
Scenario 2, Thursday partial delivery 3 products arrived, 2 didn't. Receive items → 3 quantities entered, 2 at 0. PO status PARTIALLY_RECEIVED. Remainder received next week.
Scenario 3, supplier rejects order "One item discontinued." CANCELLED, or remove the missing item and re-ORDER.
Scenario 4, urgent order Dye out, big day tomorrow. + New PO → minimum required → ORDERED → phone supplier for express delivery.
Scenario 5, cost analysis Filter PO list: last 6 months. Excel export. Average cost vs retail in Excel → profit margin gaps.
Tips
- PO number is official, use it in emails to supplier.
- Partial receipt is logical: only what actually arrived, no rush.
- Cost-recording precision is decisive for profit math, don't skip unit cost.
- CANCELLED vs partial receipt distinction: CANCELLED closes it, partial keeps waiting for remainder.
- Use PO notes for urgency markers, "Urgent" or "For Location 2."
- Regular PO review prevents lost orders: weekly glance at "Pending."