Create and Track Purchase Orders

The Problem

You ordered 500 pounds of malt from your supplier two weeks ago. Did it ship yet? Was it 500 or 550 pounds? What was the price you were quoted? You're digging through email threads trying to find the original order details, and you have no idea if you've received everything you ordered or if you still have items pending delivery.

The Solution

BarSight's Purchase Order system lets you create formal POs for vendor orders, track status (Pending, Ordered, Partial, Received), attach quotes and receipts, and see exactly what you're waiting on. Know what's been ordered, what's arrived, and what's still coming. Keep vendor communications organized and ensure you receive everything you paid for.

How to Use It

1. Navigate to Brewery → Purchases → Purchase Orders
2. Click Create Purchase Order
3. Fill in PO details:
   • Vendor: Who you're ordering from
   • Order Date: When you placed the order
   • Expected Delivery: When you expect it to arrive
   • Items: Add each product/ingredient you're ordering (name, quantity, price)
   • Notes: Special instructions, quote numbers, shipping details
4. Click Save Purchase Order
5. Update status as order progresses:
   • Pending: Created but not sent to vendor yet
   • Ordered: Sent to vendor, awaiting delivery
   • Partial: Some items received, others pending
   • Received: Complete, all items delivered

View all POs in one list, filter by status, and see at a glance what orders are outstanding. Attach vendor confirmations and receipts for complete documentation.

[SCREENSHOT: Purchase Order form showing vendor dropdown, dates, line items table, and status dropdown]

Pro Tip

When you receive a delivery, mark items as received immediately and verify quantities against your PO. If something's missing or wrong, document it right away while the delivery driver is still there. Catching discrepancies at delivery time is way easier than sorting them out weeks later.

Learn More

Purchase orders work best when paired with inventory warning levels—you'll know exactly when to create POs before you run out. You can also learn how to attach PO receipts to batches for accurate cost tracking.