Purchase Orders - Complete User Guide

What Are Purchase Orders?

Purchase Orders are the foundation of your inventory management system. Think of them as official records that track:

• What you’re buying - Which products, how many, and at what price
• Who you’re buying from - Your suppliers and vendors
• Where it’s going - Which countries and marketplaces will receive the products
• When things happen - Important dates like when production starts, when goods are ready, and when they’ll arrive
• How much it costs - Not just product prices, but also shipping, customs, and other expenses
• Who gets paid - Payment schedules for suppliers, freight forwarders, and warehouses

Why This Matters

Every purchase order you create becomes part of your business intelligence. The system uses this information to:

• Calculate your true cost of goods (COGS) - helping you understand real profitability
• Predict inventory levels - showing when you might run out of stock
• Manage cash flow - tracking when payments are due
• Analyze supplier performance - comparing costs and delivery times
• Plan future orders - using historical data to make better decisions

Getting Started

Accessing Purchase Orders

1. Navigate to the Purchase Orders section in your main menu
2. If you see a blurred screen with an “Upgrade” button, you’ll need to enable the COGS Calculations feature for your account
3. Once you have access, you’ll see the main Purchase Orders workspace

First-Time Setup

Option 1: Start Fresh (Recommended for New Users)

If you’re just getting started, you can create orders one at a time using the “Create order” button. This is the best way to learn the system.

Option 2: Bulk Import (For Existing Data)

If you already have purchase orders in spreadsheets, you can import them all at once using the Excel template. See the Importing Orders from Excel section below.

Learning Resources

Before you start, take advantage of the built-in tutorials:

1. Click the “Shipments and Purchase Orders Onboarding” button in the top right
2. Watch the video tutorials available in the system:
   • Purchase Order Walkthrough - Learn how to create orders and calculate COGS
   • Payment Calendar - Understand how to track payment schedules

Understanding Your Purchase Orders Page

When you first open Purchase Orders, you’ll see two main tabs:

Tab 1: Orders

This is your main working area - a table showing all your purchase orders. Each row represents one order, and you can see key information at a glance:

• Order Name - The identifier for this order
• Status - Color-coded badges showing:
  • 🔴 Draft - Order is being prepared, not finalized
  • 🟡 Active - Order is confirmed and in progress
  • 🟢 Completed - Order has been fulfilled
• Supplier - Who you’re buying from
• Country - Flag icons showing which marketplaces this order serves
• SKUs / Quantity - How many different products and total units
• Shipment - Whether shipping arrangements have been made
• Total Amount - The cost of this order
• Important Dates:
  • Placement Date - When you placed the order
  • Production Start - When manufacturing begins
  • Ready Date - When goods are ready to ship
  • Est. Arrival - When products will reach their destination

Tab 2: Dashboard

This provides a visual overview showing how your orders flow through your supply chain. It’s great for:

• Understanding relationships between orders, suppliers, and destinations
• Seeing where your money is going
• Identifying patterns in your purchasing

Creating a New Purchase Order

Step-by-Step Process

1. Click “Create order” button (top right of the Orders tab)

2. Fill in Basic Information:

   • Order Name - Give your order a unique name or number
   • Supplier - Select who you’re buying from
   • Marketplace/Country - Choose where these products will be sold
   • Important Dates:
     • Order Placement Date - When you’re placing this order
     • Production Start Date - When manufacturing begins
     • Goods Ready Date - When products will be ready
     • Estimated Arrival Date - When they’ll reach the warehouse

3. Add Products:

   • Click to add products to your order
   • For each product, specify:
     • Quantity - How many units
     • Unit Price - Cost per unit
     • Currency - What currency you’re paying in

4. Add Shipping Information:

   • Link shipments that will carry these products
   • Add shipping costs (freight, customs, overheads)
   • Choose how costs are distributed across products

5. Review and Save:

   • Check all information is correct
   • Click “Create order” to save
   • You’ll be taken to the detailed order page

Tips for Creating Orders

• Be Consistent with Names - Use a naming convention (e.g., “PO-2024-001” or “SupplierName-Month-Year”)
• Double-Check Dates - Accurate dates help with inventory planning
• Include All Costs - Don’t forget shipping and customs - they affect your true costs
• Save Drafts - You can save orders as “Draft” status and finalize them later

Finding and Filtering Orders

As your order list grows, you’ll need ways to find specific orders quickly.

Search Bar

At the top of the Orders tab, you’ll find a search box:

• Type any part of an order name to find it instantly
• The list updates as you type
• Click the X to clear your search

Filter Options

You can filter orders by clicking on column headers:

By Status

• Click the “Status” column header
• Choose: All, Draft, Active, or Completed
• Only orders matching that status will show

By Supplier

• Click the “Supplier” column header
• See a list of all your suppliers
• Select one to see only their orders

By Country/Marketplace

• Click the “Country” column header
• Select a specific country
• See only orders going to that marketplace

By Product

• Use the product selector dropdown
• Choose specific products
• See only orders containing those products

Sorting Orders

Click any column header to sort:

• Dates - Sort by placement date, arrival date, etc.
• Amounts - Sort by total cost
• Status - Group orders by their current state
• Click again to reverse the sort order

Resetting Filters

• Click “Reset Filters” button to clear all filters and searches
• This returns you to viewing all orders

Viewing Order Details

Click any order row to see complete details about that purchase order.

What You’ll See

Order Information

• Complete order details
• All products included
• Quantities and prices
• Supplier information
• Marketplace destinations

Timeline

• Key dates and milestones
• Production status
• Shipping progress
• Arrival tracking

Costs Breakdown

• Product costs
• Shipping expenses
• Customs fees
• Additional costs
• Total cost per product

Shipments

• Which shipments carry this order
• Shipping costs
• Distribution methods
• Arrival dates

Inventory Projections

• Charts showing how this order affects your inventory
• Predictions of when you might run out of stock
• Impact of incoming shipments

Attachments

• Upload invoices, packing lists, certificates
• Share documents with team members
• Organize files by folders

Payments

• Payment schedule
• Who needs to be paid
• Payment dates and amounts
• Track payment status

Actions You Can Take

From the order detail page, you can:

• Edit - Update order information
• Delete - Remove the order (be careful!)
• Export - Download order as Excel or PDF
• View Receipt - Generate supplier receipt document
• Manage Attachments - Add or organize files
• Track Status - Update order progress

Bulk Operations - Working with Multiple Orders

Sometimes you need to work with several orders at once.

Selecting Multiple Orders

1. Click the “Select” button in the filter bar
2. Checkboxes appear in the last column of each order row
3. Click checkboxes to select orders you want to work with
4. Selected orders are highlighted

Bulk Actions Available

Delete Multiple Orders

• Select the orders you want to delete
• Click “Delete Selected” button
• Confirm the deletion
• ⚠️ Warning: This cannot be undone!

Export Selected Orders

• Select orders
• Use the export function to download them

Quick Edit Mode Tips

• Use “Select” mode when you need to compare orders
• Select orders before applying filters to see them together
• Remember to turn off “Select” mode when done (click “Select” again)

Importing Orders from Excel

If you have many orders in spreadsheets, you can import them all at once.

Step 1: Download the Template

1. Click “Shipments and Purchase Orders Onboarding” button
2. Click “Download Template”
3. An Excel file downloads with multiple sheets

Step 2: Understand the Template Structure

The template has several sheets:

Instructions Sheet

• Read this first!
• Explains how to fill out each section
• Lists requirements and formatting rules

OrderData Sheet

• This is where you list all your orders
• Each row = one product line item
• Columns include:
  • Order Name (must be a number)
  • Creation Date (format: yyyy-mm-dd)
  • Country (use dropdown)
  • ASIN (use dropdown - must match your products)
  • Quantity (whole numbers only)
  • Unit Price (decimals allowed)

FBAShipments Sheet

• Links orders to shipments
• Records shipping costs:
  • Freight costs
  • Customs costs
  • Overhead/other costs
• For each cost, choose how to distribute it:
  • By Volume
  • By Weight
  • By Count
  • By Price
  • Even (equal distribution)

PaymentDates Sheet

• Records payment schedules
• Links payments to orders
• Specifies:
  • Payment date
  • Payment amount
  • Who gets paid (Supplier, Freight Forwarder, or Warehouse)
  • Specific counterparty name

Reference Sheet (Hidden)

• Contains dropdown lists
• Don’t edit this - it’s locked
• Ensures data consistency

Step 3: Fill Out Your Data

Important Rules:

• ✅ Use dropdowns - don’t type values manually where dropdowns exist
• ✅ Follow date format: yyyy-mm-dd (e.g., 2024-03-15)
• ✅ Order names must be numbers
• ✅ Quantities must be positive whole numbers
• ✅ Prices can have decimals (use period, not comma)
• ❌ Don’t edit the Order ID column - it’s auto-generated
• ❌ Don’t delete or modify the Reference sheet

Tips for Success:

• Fill OrderData first - this creates your orders
• Then add shipments - linking orders to shipping arrangements
• Finally add payments - recording when money changes hands
• Double-check ASINs match your product catalog
• Verify supplier names match exactly

Step 4: Upload Your File

1. Click “Shipments and Purchase Orders Onboarding” again
2. Click “Upload” or drag your file
3. The system validates your data
4. If there are errors, you’ll see specific messages:
   • “OrderData Row 12: ASIN missing”
   • “FBAShipments Row 3: Freight Cost must be a number”
   • Fix errors and upload again
5. If successful, you’ll see: “Parsed X order(s), Y shipment(s), and Z payment(s)”
6. Your orders now appear in the Orders list

Common Import Errors and Solutions

“ASIN missing”

• Make sure you selected an ASIN from the dropdown
• The ASIN must exist in your product catalog

“Invalid date”

• Check date format: yyyy-mm-dd
• Make sure dates are actual calendar dates

“Country missing”

• Use the dropdown - don’t type country codes manually

“Order name must be a number”

• Use numeric values: 123, 2024-001 (if your system allows), etc.
• Avoid text-only names in this field

“Could not find ID for counterparty”

• Supplier/Freight Forwarder/Warehouse names must match exactly
• Check spelling and capitalization
• Use names from your system’s dictionary

Understanding the Dashboard View

Switch to the Dashboard tab to see visual representations of your purchase order data.

What the Dashboard Shows

Flow Diagrams

• How orders connect to suppliers
• How orders flow to shipments
• How shipments reach destinations
• Money flow through your supply chain

Aggregated Views

• Total order values by supplier
• Distribution across marketplaces
• Cost breakdowns
• Timeline overviews

When to Use the Dashboard

• Planning - See the big picture before making decisions
• Reporting - Share visual summaries with stakeholders
• Analysis - Identify patterns and trends
• Troubleshooting - Spot bottlenecks or issues

Navigating the Dashboard

• Hover over elements to see details
• Click to drill down into specific areas
• Use filters to focus on specific time periods or suppliers
• Export dashboard views for presentations

Managing Shipments and Costs

Purchase orders are closely tied to shipments - the physical movement of your products.

Linking Orders to Shipments

From Order Detail Page:

1. Open an order
2. Find the Shipments section
3. Select which shipments carry this order’s products
4. Specify quantities going on each shipment

From Excel Import:

• Use the FBAShipments sheet
• Link Order IDs to Shipment IDs
• The system automatically connects them

Adding Shipping Costs

Shipping costs include:

Freight Costs

• Cost of moving goods from supplier to destination
• Can be distributed by volume, weight, count, price, or evenly

Customs Costs

• Duties, taxes, and customs fees
• Varies by country and product type
• Distribution method applies here too

Overhead/Other Costs

• Insurance
• Handling fees
• Storage costs
• Any other expenses
• Also distributed using your chosen method

Cost Distribution Methods Explained

By Volume

• Larger products pay more
• Based on cubic measurements
• Good for bulky items

By Weight

• Heavier products pay more
• Based on actual weight
• Common for freight

By Count

• Each unit pays equally
• Simple and fair
• Good for uniform products

By Price

• More expensive products pay more
• Based on product value
• Reflects risk/value

Even

• All products share equally
• Simple distribution
• Good when costs are fixed

Why This Matters

Accurate cost allocation helps you:

• Calculate true product costs
• Set profitable prices
• Understand which products are expensive to ship
• Make better sourcing decisions

Tracking Inventory Impact

One of the most powerful features is seeing how purchase orders affect your inventory levels.

Inventory Projection Charts

When viewing an order, you’ll see charts for each product showing:

Historical Inventory

• Blue line showing past inventory levels
• Based on actual data from your system

Projected Inventory

• Green dashed line showing future levels
• Calculated using sales velocity
• Shows what happens if you don’t place this order

With Order Projection

• Orange dashed line showing future levels
• Includes this purchase order
• Shows how this order changes your inventory

Shipment Arrivals

• Green dashed vertical lines
• Mark when incoming shipments arrive
• Shows inventory boosts from other orders

Understanding the Charts

Above Zero = Good

• You have inventory
• Can fulfill orders
• No stockouts

Approaching Zero = Warning

• Inventory running low
• Consider reordering
• Risk of stockouts

Below Zero = Problem

• You’ve run out
• Can’t fulfill orders
• Lost sales

Steep Downward Slope

• High sales velocity
• Products selling fast
• Need frequent reorders

Flat Line

• Low or no sales
• Products not moving
• May be overstocked

Sales Velocity

The system calculates how fast products sell:

• 30-day velocity - Units sold per day over last 30 days
• 90-day velocity - Units sold per day over last 90 days
• Used to predict future inventory needs

Manual Entry

• If no sales history exists, you can enter sales velocity manually
• Enter units sold per day
• System uses this for projections

Using Projections for Planning

Before Placing Orders:

• Check if you really need this order
• See when you’ll run out without it
• Verify quantities make sense

After Placing Orders:

• Monitor if projections were accurate
• Adjust future orders based on reality
• Learn from discrepancies

For Multiple Products:

• Each product has its own chart
• Compare different products’ needs
• Balance inventory across catalog

Exporting Your Data

You can export your purchase order data for analysis, reporting, or backup.

Export Options

Export Current View

• Click “Export to Excel” button
• Exports only orders currently visible (respects filters)
• Includes all order details
• Formatted for easy analysis

Export Single Order

• Open order detail page
• Use export options
• Download as Excel or PDF
• Includes complete order information

Export Receipt Document

• From order detail page
• Generate supplier receipt
• Professional document format
• Ready to send to suppliers

What Gets Exported

The Excel export includes:

• Order names and IDs
• Status information
• All important dates
• Supplier details
• Marketplace information
• Product lists with quantities
• Prices and currencies
• Shipping information
• Cost breakdowns
• Additional costs

Using Exported Data

For Analysis:

• Open in Excel or Google Sheets
• Create pivot tables
• Build custom reports
• Compare orders over time

For Reporting:

• Share with management
• Include in presentations
• Send to accountants
• Archive for records

For Backup:

• Keep regular exports
• Store in secure location
• Maintain historical records
• Recover if needed

Tips and Best Practices

Order Management

1. Use Consistent Naming

• Develop a naming convention
• Include dates or sequence numbers
• Make orders easy to find
• Example: “PO-2024-001” or “SupplierName-Mar2024”

2. Keep Status Updated

• Mark orders as Active when confirmed
• Move to Completed when fulfilled
• Use Draft for orders in preparation
• Accurate status helps with reporting

3. Enter Dates Accurately

• Use actual dates, not estimates
• Update dates if they change
• Accurate dates improve inventory projections
• Helps with cash flow planning

4. Link Shipments Promptly

• Connect orders to shipments as soon as arranged
• Add shipping costs when known
• Update if costs change
• Complete information improves cost accuracy

Cost Management

5. Include All Costs

• Don’t forget shipping and customs
• Add overhead costs
• Record payment schedules
• True costs = better decisions

6. Choose Distribution Methods Wisely

• Match method to cost type
• Freight often by weight or volume
• Customs often by price
• Be consistent for comparison

7. Review Cost Breakdowns

• Check cost per product regularly
• Identify expensive products
• Find cost-saving opportunities
• Adjust pricing if needed

Inventory Planning

8. Monitor Projections Regularly

• Check inventory charts weekly
• Look for products approaching zero
• Adjust orders based on projections
• Learn from prediction accuracy

9. Use Sales Velocity Data

• Trust historical velocity when available
• Enter manual velocity for new products
• Update if sales patterns change
• Velocity drives accurate projections

10. Plan Ahead

• Don’t wait until stockout
• Order before inventory hits zero
• Account for lead times
• Build safety stock if needed

Data Quality

11. Validate Before Importing

• Check Excel files for errors
• Verify ASINs match catalog
• Ensure dates are correct
• Fix issues before uploading

12. Keep Information Complete

• Fill all relevant fields
• Add attachments when available
• Link related orders
• Complete data = better insights

13. Regular Cleanup

• Archive old completed orders
• Remove duplicate entries
• Update supplier information
• Maintain data quality

Collaboration

14. Use Attachments

• Upload invoices and receipts
• Share packing lists
• Store certificates
• Keep documents organized

15. Communicate Status

• Update order status regularly
• Add notes when needed
• Share with team members
• Keep everyone informed

16. Export for Sharing

• Generate reports for stakeholders
• Share Excel exports
• Create PDF summaries
• Keep external parties informed

Troubleshooting Common Issues

Orders Not Showing Up

• Check filters - you might have active filters hiding orders
• Verify search terms
• Check date ranges
• Reset filters and try again

Can’t Find Products

• Ensure products exist in your catalog
• Check ASIN spelling
• Verify marketplace matches product
• Products must be set up before ordering

Costs Seem Wrong

• Review distribution methods
• Check if all costs included
• Verify quantities
• Recalculate if needed

Inventory Projections Look Off

• Check sales velocity data
• Verify order quantities
• Confirm arrival dates
• Update if information changes

Import Errors

• Read error messages carefully
• Check specific row numbers mentioned
• Verify data format matches template
• Fix errors and re-upload

Getting Help

Built-In Resources

Video Tutorials

• Access from Purchase Orders page
• Step-by-step walkthroughs
• Learn at your own pace
• Cover all major features

Onboarding Guide

• Click “Shipments and Purchase Orders Onboarding”
• Download templates
• See example data
• Get import instructions

Best Practices for Support

When asking for help, provide:

• What you were trying to do
• What you expected to happen
• What actually happened
• Screenshots if possible
• Specific error messages

Regular Maintenance

Weekly:

• Review order statuses
• Check inventory projections
• Update shipping information
• Verify cost data

Monthly:

• Export data for backup
• Review supplier performance
• Analyze cost trends
• Plan upcoming orders

Quarterly:

• Archive old orders
• Review and update processes
• Train new team members
• Optimize workflows

Conclusion

The Purchase Orders system is designed to be your central hub for managing everything related to buying products for your business. By following this guide and using the features available, you can:

• Save Time - Automate calculations and tracking
• Make Better Decisions - Use data-driven insights
• Avoid Stockouts - Plan inventory effectively
• Control Costs - Understand true product costs
• Improve Cash Flow - Track payments and expenses
• Scale Your Business - Handle more orders efficiently

Remember: The more complete and accurate your purchase order data, the more valuable insights you’ll get from the system. Take time to set up orders correctly, and you’ll reap the benefits in better planning, cost control, and inventory management.

Start with the basics, learn the features gradually, and don’t hesitate to use the built-in tutorials and help resources. Happy ordering!