Shopify procedures Procedure S04

S04. Create a purchase order in Shopify

This procedure uses ASD-STE100 Simplified Technical English. Each instruction is one sentence in the active voice.

Owner: You (solo operation).
Trigger: Every gemstone on a supplier invoice has a Shopify product (Procedure S02). You are ready to record the buy as a purchase order.
Approval: None. You are a solo operation. You decide to buy, and you record the purchase order.
Scope: Run this procedure after S02, once every stone on the invoice has its Shopify product. A Shopify purchase order can add only a product that already exists.

Note — Each product must have a quantity of 0 when you add it here, not the 1 that procedure S02 otherwise describes. Correct any product already at 1 before you receive it. Receiving adds to the existing quantity, so receiving 1 on top of an existing 1 wrongly gives 2 for a unique stone. Until Shopify launches, also record this purchase order in the Grist PurchaseOrders table (Procedure 2) — Grist's Stones.Status "Received" movement comes from that link, not from this Shopify purchase order.

Procedure

Open the Purchase orders page in the Shopify admin.
Select Create purchase order.
Select the supplier. Select Create new supplier if the supplier has no record yet (procedure S01).
Select the destination location.
Select Add products. Search for each gemstone by its SKU or title, and add it as a line item.
Set the quantity to 1 for each gemstone line item.
Type the unit cost of each gemstone from the supplier invoice.
Add shipping, duty, or other costs from the invoice, if the purchase order form has fields for them.
Check the payment terms and the currency. Shopify copies these from the supplier record (procedure S01).
Select Save to keep the purchase order as a draft, or mark it Ordered once you send it to the supplier.
When the parcel arrives, open the purchase order and select Receive inventory.
Type the quantity received for each gemstone line item.
Save the receipt.

Rules

Create the Shopify product for every gemstone on the invoice (procedure S02) before you create the purchase order. Shopify's purchase order can add only a product that already exists.
Each product's quantity is 0 until you receive this purchase order. Receiving brings it to 1.
The quantity of a gemstone line item is always 1. A unique gemstone must not receive two times.
Do not select Receive inventory for a gemstone before it physically arrives and you check it against the invoice (Procedure 1).
Record one purchase order per supplier invoice. Add every stone on that invoice as a separate line item on the same purchase order.

Required evidence

The supplier invoice.
The Shopify purchase order.
The receiving record for each gemstone.

Note — Shopify purchase orders and suppliers are a feature preview. Shopify can change the screens and the fields. Check this procedure against the admin after a Shopify update.