Create a Purchase Order (Stitch X)

Last Updated: Sep 10, 2019 02:40PM PDT
Create purchase orders in Stitch to plan future purchases, capture inventory cost, track stock receipts, and share expected inventory with your team. To begin, go to Purchase Orders and click New Purchase Order. Basic user profiles must have financial permissions toggled on to create a PO

Note: This article applies only to Stitch X. If you're using an older version, please refer to the corresponding Stitch Classic article.

Add supplier and purchase order details

First, choose a supplier. For items produced in-house, click Self-Supplied Order.

Next, add high-level details:
Field Description
Purchase Order Date Set the date of issue, which can be past, present, or future. This is for order management and record-keeping only; it won't affect when stock is received in Stitch.
Reference Number Use this field as a custom identifier for your supplier and/or team. This field is searchable from the Purchase Orders page.
Payment Terms Select from common terms or create your own.
Currency The currency of the purchase order and related documents 
Notes These notes display in-app and on purchase order PDFs.
Supplier Address When you choose a supplier, Stitch automatically adds the supplier's primary billing address. You can select a different address, if needed.
Supplier Contact When you choose a supplier, Stitch automatically adds the primary contact person. You can select a different subcontact, if needed.
Bill To This is pre-set to your default billing address (accessed via Settings > Locations) but can be changed to any company location.

Add ship notice details

Every purchase order has at least one ship notice. A ship notice reflects a future delivery to a specific Stitch warehouse. Premium accounts use Advanced PO's, which allow for multiple ship notices against a single purchase order.

For each ship notice, select a Ship to warehouse.

Next, add high-level ship notice details:
Field Description
Ship Method This information displays in-app and gets exposed to integrated 3PLs (where supported)
Expected Ship Date  This vendor-facing date is included in PDFs. If working with a manufacturer, this is typically the ex-factory (XF date).
Cancel Date This vendor-facing date specifies the end of your ship window and is included in PDFs.
Expected Arrival Date This internal date specifies when you expect units to be received as stock in Stitch. 
Exchange Rate Costs in the PO currency will be multiplied by this number to convert them into your account's default currency for reporting and processing of cogs/inventory asset data.
(Only visible when the PO is not in the default currency)

Add line items

Add line items via any of the following methods:

Search

Add line items by variant or add an entire product family at once:

Browse

Filter by product, option, and/or tag, then enter quantities for each line item. Don't forget to hit + to add each quantity!

Autofill

If you've assigned the purchase order to a supplier, you can click Autofill to automatically add variants based on predefined variant/supplier associations.
  • All variants associated with supplier
  • Low-stock variants associated with supplier
  • Low-stock variants in warehouse from supplier
Once you've added line items, specify quantity, cost, and supplier info:
Column Description
Product The variant thumbnail and description. Clicking on a description opens that variant's Detail page in a new browser window.
Available Shows sellable inventory expressed in units as well as days (based on sales velocity). Hovering over any value in this column will show Stock, Low-Stock Threshold, and other sales measures.
Inbound Shows unreceived units on open purchase orders—expressed in units as well as days of supply (based on current sales velocity).
Quantity The quantity you expect to procure. Must be a whole number (no fractional values).
Unit Cost Your cost per unit, with up to four decimal places.
Supplier SKU Your supplier's unit identifier for this item.
Amount The line item cost (Quantity x Unit Cost) before adjustments. To add discounts, tax, or other line item cost adjustments, click the ✎ icon.
Add Description Click the A to add a line item description, up to 255 characters.

Tip: On Premium plans, add additional ship notices, either by clicking Add Another Notice before saving the current notice, or clicking Edit Order while viewing an existing, saved ship notice to reveal the Add Another Notice button in the edit mode.

Add order-level costs

Be sure to add unit cost to each line item. To capture the full "landed cost" of inventory, premium accounts can add more granular cost details.

Save purchase order

Click Save when ready. The purchase order and associated ship notice(s) will save as draft. Units won't be added to Inbound or Awaiting quantities until you commit the ship notice.

Export purchase order

Email or export a purchase order PDF via the More menu:

You can also email or download individual ship notices—as a PDF or CSV.