Purchase Orders

Purchase Orders can be used to match your ordered inventory with what is inserted into your Pio. Purchase Orders can either be imported from a CSV-file or synced automatically to Pio using your ERP/WMS integration or a Shopify app like Inventory Planner.

Navigate to the Admin Dashboard > Purchase Orders for the purchase order overview. The Purchase Order feature is available for Pio Admin or Pio Manager users.

Topics covered in this article

Purchase Order overview
Import a Purchase Order
Import file details
Inventory Planner integration
View Purchase Order
View Purchase Order contents
Completing a Purchase Order
View Purchase Order history
Storing and matching with Purchase orders

Purchase Orders Overview

The overview lists all purchase orders in Pio. Purchase Orders can either be imported manually, synced from Inventory Planner, or synced via an API Integration. 

The Purchase Order list shows the following details:

• order number
• expected receiving date
• status
• number of items
• 'add to export' option

Sort and filter

You can sort the Purchase Order list by:

• Expected date (recent / oldest)
• Order number (ascending / descending)

By using filters, you can limit the Purchase Order list to show only orders with a specific status. 

To remove all filters, select ‘Clear all’.

Purchase Order statuses

A new purchase order is created in the 'Open' status. When some items are received, but not all, the purchase order status is 'partially received'.

If the purchase order has an error, it will get the status 'errors'. When we have received at least as many as the ordered amount, the PO will be 'closed' or 'fulfilled'.

'cancelled' is used when the purchase order is cancelled.

Import Purchase Orders to Pio

You can import a purchase order as a CSV file to Pio. Select the 'Import' button in the top menu:

After that, select a CSV file to import into Pio. You can upload multiple files at the same time:

Import file details

The sample file is just a sample of our output, and not a sample of what is expected on input. The following fields are read on import:

• Name

• SKU

• Total Ordered

• Total Received

• Notes

• Reference #

Sync Purchase Orders with Inventory Planner integration

When your Pio and Inventory Planner accounts are connected, all Purchase Orders (Stock orders) from Inventory Planner will be synced automatically to Pio.

Navigate to Admin > Purchase Orders and select 'Refresh' to force a new sync with Inventory Planner.  

Details on Inventory Planner integration: Integrate with Inventory Planner

Viewing a Purchase Order

Selecting a Purchase Order from the list will give you more detailed information about the order:

• Order number
• Expected delivery date
• Total number of items
• Number of items received
• Status of the order
• Order contents:
  • Product name
  • SKU
  • Color / Size
  • Status

From the order content, you can access details on each product and its storage location.

View Purchase Order details

Select a Purchase Order to view the details. The order view displays a summary that includes the expected delivery date, the total number of SKUs in the order, and the number of items that have been received. The “Total Received” count reflects only the quantities originally ordered, excluding any additional items.  

A detailed product list can be found in the 'Order Contents' section. If a note has been added for some of the products, a red icon will show on the product line. Click the icon to reveal the note.

Click on a product to see details on item locations, availability, and allocated items.

Completing a Purchase Order

There are two ways that a Purchase Order can be marked as Completed in Pio:

1. By receiving all products
2. By Closing the Purchase Order

If the Purchase Order has errors or needs to be replaced by a new one, it can be deleted.  

Both the Close and Delete options are available by clicking the three dots icon next to the Purchase Order status.

A Purchase Order can be deleted as long as no items have been received against it. Once any inventory has been stored and matched to it in Pio, it is not possible to Delete it, but instead it can be Closed as Partially received. 

View Purchase Order history

When viewing a Purchase Order you can easily find the history by clicking the three dots icon next to the order status and selecting 'View order history'

The Order history shows when the purchase order was uploaded and when it was closed. 

Order comments will also be visible in 'Order history'.

Storing and matching with Purchase Orders

Read this article for details on how to use POs when storing in Pio: Storing and matching with Purchase Orders