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 3 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