Send and receive a purchase order

Order materials from a supplier and add them to stock when they arrive. A purchase order (PO) moves from Draft to Sent, Confirmed and Received.

Before you start

Add the supplier and link the materials you buy from them. See Add a supplier and supplier SKUs.

Create and send the PO

1. On the supplier's page, click New purchase order. You can also start from Purchases, Purchase Orders.
2. Check the Supplier, Payment terms and Currency. They come from the supplier.
3. Under Lines, choose the Material. Kerno picks the supplier's SKU and fills in the unit and price.
4. Enter the Quantity. Click Add line for more materials.
5. Under Shipping & billing, enter where the supplier should deliver. Check Save to my addresses to reuse it.
6. Click Save draft.
7. On the PO's page, click Send PO and check the PDF preview, the sender and the recipients.
8. To email the PDF, enter the supplier's address in To. To record that you sent it another way, turn off Email the PO to the supplier.
9. Click Send & queue email, or Mark as sent.

The PO shows Sent, its expected delivery is set from the lead times and its addresses are frozen.

Confirm and receive

1. When the supplier confirms, click Mark confirmed, check the date and click Mark confirmed again.
2. When the delivery arrives, click Receive.
3. For each line, enter what was Received, or click All. Add any Damaged or Missing amount, and check the Unit cost, Lot number, Expiration date and Storage location.
4. Click Record delivery.

Each line becomes a new inventory lot of what was received less what was damaged. The PO shows Received when nothing is outstanding; until then, receive the rest later.

Good to know

• Quantities are in the purchase unit; Kerno converts them into the material's inventory unit, such as 4 kg into 4,000 g.
• Leave Lot number blank and Kerno numbers the lot.
• Received on defaults to now. Change it if you record the delivery later.
• Leave Order date empty on a draft to use the day you send it.
• Under Bill to, choose Same as ship-to, Use a saved billing address or Enter a new address. Saved addresses are copied onto the PO when it's sent, so later edits in Settings don't change a sent PO.
• Kerno sets the expected delivery date from the SKU or supplier lead time when the PO is sent. To pick it yourself, turn on Set the expected delivery date manually. Each line also has an optional Expected delivery and Description on PO.
• Shipping and Tax in the Summary are added to the Total. Enter tax as a % of the subtotal, or as the amount.
• Notes are printed on the PO and included in the supplier email.

• Working days in Settings, Workspace are the days counted when a supplier lead time is in business days.
• Branding & purchase orders in the same place sets how your POs look: the brand and secondary colors, whether your address and contact details show under your company name, and the PO terms, PO footer and Default PO notes.

Related articles

• Add a supplier and supplier SKUs
• Low-stock thresholds and automatic reordering