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Create a supplier order ​

When to use it ​

Record the products, units, quantities, prices, and sourcing arrangements for a supplier purchase.

Before you start ​

  • You need access to Sourcing → Supplier Orders, plus permission to add or edit supplier orders.
  • Have the supplier record, intended sourcing date, sourcing method, and product quantities ready.
  • Confirm whether the buying price includes transport.

What this changes ​

The ERP shows Order created successfully. It opens the supplier order details when available; otherwise it returns to Supplier Orders. Check the saved supplier, date, units, quantities, prices, and order reference.

A supplier order sets up a purchase. Receiving it records stock and a bill; approval, dispatch, receipt and payment are different stages.

Steps ​

  1. Open Sourcing → Supplier Orders and select New Supplier Order.
  2. Select the Supplier. Check the supplier details shown on the page.
  3. Select Sourcing Method: Pickup, Delivery, or Market.
  4. Set Sourcing Date. Select BP Includes Transport if the buying price includes transport. Add Specific Instructions(Optional) when needed.
  5. Under Line Items, select Add Item, choose the products, then select Add Selected Products.
  6. For each product, check the grade and select the Unit. Enter Order Quantity. Select Size and Ripeness where those options are available.
  7. Check Buying Price and the line Total. If changing the price, enter Overridden Price and select Price Override Reason when enabled. Select Storage Limit Justification when enabled for a quantity above the product's storage limit.
  8. Check all line items and the order total, then select Save Supplier Order.

Screenshot placeholder: Order details showing supplier, method, date, and transport option.

Screenshot to add: Order details showing supplier, method, date, and transport option. Capture filename: images/supplier-order-create-details.png.

Screenshot placeholder: Line items showing grade, units, quantities, prices, and reasons.

Screenshot to add: Line items showing grade, units, quantities, prices, and reasons. Capture filename: images/supplier-order-create-items.png.

Restrictions ​

  • You cannot select Save when there are no line items or a selected line has a zero order quantity.
  • Sourcing Method and Sourcing Date are required by the form.
  • A positive overridden price different from Buying Price enables the reason field. Storage Limit Justification is enabled when the selected quantity, converted to weight, exceeds the storage limit.
  • You must give a reason for a price above the reference price and a justification when the total weight exceeds the product’s storage limit. Complete these fields before saving.
  • If the same product and grade appear more than once, their specifications must differ.
  • Creating an order does not dispatch or receive it. Check its approval and status before the next task.

Troubleshooting ​

What you seeWhat to do
New Supplier Order is unavailableAsk your administrator to check your supplier-order add/edit permission.
Save Supplier Order is disabledAdd a line item and check for zero quantities.
Sourcing method is required / Sourcing date is requiredComplete the indicated field and save again.
A save errorFollow the displayed validation message. If success is uncertain, check Supplier Orders for the record before submitting again.

If something went wrong ​

Before Save Supplier Order, correct the supplier, products, units, quantities and prices in the form. If saving is uncertain, find the order in Supplier Orders before submitting another purchase.

For a saved New Order that is not approved, follow Edit a supplier order, or Cancel an unused supplier order if the purchase should not proceed. Confirm cancellation before creating a replacement for an unused order.

If approval or dispatch has already happened, use Approval recovery or Dispatch recovery. Those stages have different correction choices; ordinary editing is no longer available.

What the correction changes ​

An eligible edit updates the saved purchase details. Creating or editing an unreceived order does not add received stock or pay its supplier.

Check the correction ​

Reopen the saved order and compare supplier, products, grades, units, quantities, prices, date and total with the agreed purchase. Confirm there is only one active order for it.