PorterBase
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Operations

Purchase orders

Create, track, receive, and cancel vendor orders.

7 minute read

Fill a vendor cart automatically

The PorterBase Cart Sync browser extension reads a cart on a supported vendor site and turns it into an In Cart purchase order, so line items and quantities do not have to be retyped.

Get the Chrome extension

Create an order

  1. 1Open Purchase Orders and select New Purchase Order.
  2. 2Choose the vendor and enter an optional vendor order number.
  3. 3Add one or more parts and quantities.
  4. 4Optionally connect a line to a Job ID and intended technician.
  5. 5Create it as an ordered purchase order, or keep it In Cart when it represents a vendor cart that is not yet ordered.

Order statuses

StatusUse it when
In CartItems are still being prepared and have not been ordered.
OrderedThe vendor has accepted or received the order.
ShippedThe vendor has shipped the order.
BackorderedThe vendor cannot currently fulfill some or all quantities.
Partially ReceivedSome, but not all, ordered units have arrived.
ReceivedAll active order quantities have been received.
CancelledThe order will no longer be fulfilled.

Receive an order

  1. 1Open the purchase order and select Receive Parts.
  2. 2Choose the receiving warehouse and optional location. This location applies to all lines received in that action.
  3. 3Enter the quantity received for each line; use zero for lines that have not arrived.
  4. 4Confirm or enter the unit cost.
  5. 5Choose Stock to place the units in available inventory, or Technician to allocate them immediately.
  6. 6When a line has a Job ID already assigned to a technician, PorterBase uses that technician to prevent a conflicting allocation.
  7. 7Submit the receipt. The order becomes Partially Received or Received based on the remaining quantities.

After receiving begins for a line, its Job ID is locked. Correct the order before receiving if the job is wrong.

Edit or cancel

You can edit active purchase orders, but received quantities and cancelled lines restrict what can be changed. Cancelling an order stops further receiving; it does not remove inventory that was already received.