Purchase Orders & Receiving
Purchase orders (POs) let you order stock from your vendors and record deliveries when they arrive. Inventory can suggest what to order based on your par levels, send the order to the vendor, and update your stock and costs when you receive. This article covers the full order-to-receive flow.
Where to find it
Inventory → Purchase Orders. POs are per venue, so select a location first.
Step 1 — Create an order
You can start from a Nexy suggestion or from scratch.
Suggested order (recommended)
- Click Suggest Order.
- Optionally filter by vendor.
- Inventory proposes quantities to bring each item back up to its par level, based on current on-hand and rounded to the vendor's order increments.
- Review the suggested quantities and adjust anything you want.
Manual order
- Click New Order, choose a vendor, and add items and quantities by hand.
Step 2 — Send the order
- Review the order for accuracy.
- Click Send. The PO is sent to the vendor by email or SMS using the contact details on the vendor record, and the order's status advances.
Step 3 — Receive the delivery
When the delivery arrives:
- Open the PO and click Receive.
- Enter the quantities you actually received.
- Partial deliveries are supported — receive what came, and the rest stays open.
- Any difference from what was ordered is flagged so you can follow up.
- Confirm. Inventory then:
- Increases on-hand (converting the vendor's pack into your stock units automatically),
- Updates the item's last cost for this location, and
- Records the receipt against the PO.
Accurate history, even when packs change
Inventory records the pack size as it was at the moment you received. So if a vendor later changes how they pack a product (say a case goes from 8 to 5 units), your older receipts and cost history stay correct instead of being recalculated with the new pack.
Tip: Set a preferred vendor per item on the item's stock card so suggested orders group correctly and use the right pack size and price.
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