To activate this feature on your account, please contact our support team.

The Purchase Orders feature helps you track inventory that you need to purchase from your suppliers. It allows you to create purchase orders, monitor incoming inventory, receive products into your warehouse, and keep your inventory levels accurate throughout the purchasing process.

Creating a Purchase Order

To create a new purchase order:

Go to Purchase Orders.
Click Create Purchase Order.
Select the supplier.
Add the products (SKUs) you want to purchase.
Optionally, specify the supplier’s SKU and product cost.
Select the destination warehouse where the inventory will be received.
Save the purchase order.

If you enter a supplier SKU or product cost, GeekSeller will remember these values for that supplier and automatically prefill them the next time you create a purchase order.

You can also specify the destination warehouse address, which will appear on the exported purchase order.

Purchase Order Workflow

A purchase order moves through several statuses during its lifecycle.

Draft

A newly created purchase order starts in the Draft status.

At this stage:

You can freely edit the purchase order.
No inventory is added to the Incoming warehouse.
The purchase order has not yet been placed with the supplier.

When you are ready to place the order, click Mark as to Ordered.

Ordered

Once converted to Ordered:

The purchase order is considered placed with the supplier.
The ordered quantities are added to the Incoming warehouse.
The Incoming warehouse represents inventory that has been ordered but has not yet been received.

You can still edit an ordered purchase order if necessary.

You can also export the purchase order as a PDF and send it to your supplier.

Receiving Inventory

When your shipment arrives, click Receive Inventory.

For each SKU, you can:

Enter the quantity received.
Enter the quantity rejected or damaged.
Select the warehouse where the received inventory should be transferred.

Note: At this time, inventory can only be received into a single warehouse per receiving transaction.

It is also possible to receive more units than were originally ordered if necessary.

After inventory is received:

Received units are added to the selected warehouse.
The same quantities are removed from the Incoming warehouse.

Purchase Order Statuses

Draft

The purchase order has been created but has not yet been placed with the supplier.

Incoming inventory: Not counted.

Ordered

The purchase order has been placed with the supplier.

The ordered quantities are added to the Incoming warehouse while waiting for delivery.

Incoming inventory: Counted.

Partial

Only part of the ordered inventory has been received.

The remaining expected quantities stay in the Incoming warehouse until they are received or the purchase order is closed.

Incoming inventory: Only the remaining expected quantities are counted.

Received

All expected inventory has been received.

No quantities remain in the Incoming warehouse.

Incoming inventory: None.

Closed

A purchase order has been manually closed.

If there were still outstanding quantities that had not been received, those expected units are removed from the Incoming warehouse because they are no longer expected to arrive.

A purchase order can be closed even if it was only partially received.

Incoming inventory: None.

How Incoming Inventory Is Calculated

The Incoming warehouse represents inventory that has been ordered but has not yet been received.

The quantity shown is calculated as:

Ordered Quantity − Received Quantity − Rejected Quantity

For example:

Ordered	ACCEPTED	Rejected	Incoming
100	0	0	100
100	40	0	60
100	70	10	20
100	100	0	0

Once a purchase order is fully received or closed, any remaining incoming quantities are removed from the Incoming warehouse.