POs that suppliers respect and stock rooms follow

A purchase order commits nothing and moves no stock — it is the formal ask. It stays open until goods arrive, and receiving against it is what creates the delivery record and brings stock in. Order 100, receive 60, and the PO itself carries the open 40; the list doubles as your outstanding-order report without anyone maintaining one.

Costs on a PO are expected costs. The actual cost is confirmed at receiving, where reality gets its say.

Post GRN opens the receiving screen for the PO: check each line off against what physically arrived. Accepted quantity is what enters stock — it can be less than ordered, and only the accepted amount is consumed from the PO, so a short delivery leaves the balance open automatically.

Rejections are first-class: what arrived but was refused never enters stock and is never paid for, and the screen requires a reason — damaged, wrong item, short-dated — because that reason is the evidence behind the supplier claim.

Real orders land in instalments. Post a GRN for each delivery as it arrives and the PO tracks the balance for you — no waiting for a complete order, no side ledger of what came when. Each GRN records its batches and serials at the door, where they can still be checked against the boxes.

Pay-on-delivery is built into receiving: settle the delivery at the point of receipt when that is how the supplier trades.

The natural place to start a PO is the reorder worksheet: Stock Levels flags everything at or below its reorder point, and ordering into the branch that needs the stock saves a transfer later. POs nothing has been received against cancel freely; the moment a delivery posts, the PO has history and keeps it.

Maya (early access) drafts reorder plans grouped by supplier with pack-rounded quantities — proposed as cards a person approves, never auto-created.