Sending a purchase order to a supplier
"Sending" a PO in Stash means moving it from Draft to Ordered. Once a PO is in Ordered status, Stash treats it as live — it counts toward incoming stock in the Order Planner, it can be received, and the inventory items it references show pending quantities.
Note: sending the PO via email, fax, or supplier portal is still done outside Stash for now. The "send" action in Stash is about marking the PO as ordered in your records.
Who can do this
Only Admins can send purchase orders.
How to send a draft PO
From the sidebar, open Purchase Orders.
Click the draft PO you want to send.
Review the supplier, items, quantities, costs, and total.
Click Mark as ordered (or Send).
The status changes to Ordered. The PO is timestamped with who marked it ordered and when. The PO is now live.
What changes when a PO is marked Ordered
The PO becomes locked for major edits — you can still cancel or close it, and edit notes/dates, but you can't add or remove items.
Items on the PO show a pending quantity in the Order Planner. This prevents Stash from suggesting you order them again before this shipment arrives.
The expected delivery date is now what the Order Planner uses to plan around.
Receiving the PO becomes available. See Receiving a purchase order.
Sending the actual order to your supplier
Stash doesn't yet auto-email POs to suppliers. To send the order:
From the PO detail page, click the menu (⋯) and choose Export PDF or Copy details.
Send the PDF or details to your supplier via email, supplier portal, WhatsApp, or whatever channel they use.
The supplier's email and contact person from their profile is shown so you don't have to look it up. See Editing supplier details.
Automated sending (one-click email to supplier) is on the roadmap.
If something's wrong before you send
Drafts are fully editable. Open the PO, click Edit, change anything (supplier, items, quantities, costs, dates), save. No status change is needed.
If something's wrong after you've marked it Ordered
Limited edits are allowed on Ordered POs:
✅ You can change the expected delivery date
✅ You can edit notes
✅ You can cancel the PO entirely
❌ You can't change items, quantities, or costs (cancel and create a new PO instead)
If you need to make a major change, cancel the Ordered PO and duplicate it as a new draft.
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