Purchase Orders & Deliveries

The Purchase Orders & Deliveries feature in Helm streamlines the procurement process by allowing users to raise, issue, and track purchase orders (POs) with suppliers. Upon receipt of stock, the Goods-In workflow helps you verify quantities, log discrepancies, and book inventory into your warehouse. This ensures accurate stock control, visibility into inbound goods, and historical traceability for supplier performance.

Last updated 10 months ago

When to Use

Use this module whenever:

  • Placing an order for new stock from a supplier

  • Recording the arrival of goods into your warehouse

  • Handling back-orders, substitutions, or damaged deliveries

  • Reconciling supplier invoices with received stock

Creating a Purchase Order & Receiving Goods

Steps to Create a Purchase Order

  1. Navigate to:
    Purchasing → Purchase Orders → Create Purchase Order → Create Manual PO

  2. Enter PO Details:

    • Add a Purchase Order Number (optional)

    • Select a Supplier from your records
      (Ensure the supplier exists in your Supplier Records)

    • Select a Target Warehouse
      (Ensure warehouse locations have been pre-configured)

    • Set the Expected Delivery Date

  3. Click Submit

Managing the Purchase Order

Once the PO is created, you can:

  • Edit Order Details
    (e.g., update line items, pricing, quantities)

  • Print the Purchase Order

  • Add Inventory

  • Send to Supplier
    (as a PDF or CSV file)

  • Add Internal Notes, Attachments, and review Change Logs

PO Status Options

Set the PO’s current status at the top of the screen:

  • Draft

  • On Hold

  • Submitted

  • Cancelled

  • Archived

Each stage helps you manage supplier communication and track order progress accurately

Example Scenarios

  • Partial Deliveries Requiring Back-Orders
    Helm allows you to receive partial quantities and automatically track outstanding items for follow-up deliveries

  • Logging Damaged or Incorrect Goods
    Record rejected stock upon arrival, with notes and quantity adjustments, ensuring clarity when querying suppliers or raising credit requests

  • Standing Orders with Regular Replenishment
    Duplicate previous POs or set up templated orders for frequently re-ordered stock lines

Tips & Best Practices

  • Always Verify Deliveries Against the PO
    Cross-check received items with the original order to maintain inventory accuracy and prevent disputes

  • Communicate Exceptions Immediately
    Use Helm’s PO comments section to document and timestamp issues for auditing and supplier communications

  • Track PO Fulfilment Over Time
    Use the Reporting Suite to analyse PO delivery performance, supplier lead times, and product replenishment cycles

  • Reuse or Duplicate POs
    Save time by duplicating similar POs for recurring orders with seasonal or core stock lines

  • Restrict PO Editing Rights
    Assign role-based permissions to prevent unauthorised edits after a PO is sent