Purchase Orders

Navigate to the Pio Admin > Purchase Orders > Overview. The Purchase Order feature is available for Pio Admin or Pio Manager users.

Topics covered in this article

Purchase Order overview
Purchase Order statuses
Purchase Order details
View history for a Purchase Order
Importing Purchase Orders to Pio
Completing a Purchase Order
Deleting a Purchase Order
Pio <> Inventory Planner integration

Purchase Order 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 is split into two tabs. The 'Incoming' tab lists all open and partially received purchase orders. All the finished and closed-out purchase orders are available in the 'Completed' tab.

In the overview, the following details are shown:

• order/reference number
• expected date (if added)
• status
• number of items and quantity received
• '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 purchase order can have the following statuses:

Purchase Order details

Select a Purchase Order to view the details. The order view shows a summary that includes the expected delivery date, the total number of SKUs in the order, and the number of items 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 yellow icon will show on the product line. Click the icon to reveal the note.

Click on a product to view inventory details with locations, availability, and allocated items.

View history for a Purchase Order

When viewing a purchase order, click the three-dot icon to the right, and select “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'.

Importing Purchase Orders to Pio

If your current ERP/WMS integration isn't support syncing your purchase orders directly to your Pio app, you can import them directly to Pio using CSV files.

There are two entrances to import purchase orders: Either by selecting the 'Import' button in the top menu in the Purchase Order overview, or in the Pio Admin > Import section.

The next steps are the same if you import from Purchase Order Overview or from Imports. 

Select 'Download CSV template' to get a template file, or make sure to include the required columns.

CSV file details and required fields

The sample file includes all fields that are available for purchase order file imports. Reference, SKU, and quantity are required.

• reference*

• sku*

• name*

• quantity

• total_received

• notes batch_number

• expected_date

• expires_at

IMPORTANT

Choose the file to upload

Drag-and-drop or select the file to upload from your local disk. You can upload multiple files at the same time:

Pio parses files during upload and displays a red warning if it detects an issue. Click the eye icon to view the error message and hover over the highlighted cell to view the error message.

Import the file

If the file is parsed ok, select 'Import' to continue. When all new purchase order files have been imported, close the Import window. The purchase orders are now ready to use for matching inventory when storing items with Pio.

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

Completing a Purchase Order

A Purchase Order can be marked as Completed in two ways:

1. Receive all products.
2. Close the Purchase Order.

If it contains errors or needs to be replaced, you can delete it. Click the three-dot icon to access the Close and Delete options.

Deleting a Purchase Order

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. 

Pio <> Inventory Planner integration

Once your Pio and Inventory Planner accounts are connected, Inventory Planner can automatically sync all purchase orders (stock orders) 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