Create Draft Purchase Orders

Use Purchase orders to create supplier purchase orders, add mapped variants, send or export supplier documents, track payment and tax fields, receive inventory, and keep a purchasing history inside BackstockOps.

Plan Requirement

Purchase orders require Ops or higher. Trial and development stores can test purchase order workflows.

Role Or Permission Requirement

When workflow roles are enforced:

• create_edit_purchase_orders creates and edits drafts.
• send_purchase_orders sends or resends POs.
• approve_purchase_orders approves threshold or over-receipt requests.
• receive_inventory receives inventory.
• print_labels prints receiving labels.

App Path

Shopify Admin > Apps > BackstockOps > Purchase orders.

Direct app path: /app/purchase-orders.

What BackstockOps Reads From Shopify

BackstockOps reads Shopify products, variants, inventory locations, supplier mappings, and current synced inventory context. Purchase order lines depend on mapped Shopify variants and supplier SKU data.

What BackstockOps Writes To Shopify

Drafting, editing, sending, exporting, archiving, payment tracking, and tax tracking stay inside BackstockOps. Receiving accepted units writes Shopify inventory increases at the purchase order destination location. Rejected units stay in BackstockOps and do not update Shopify inventory.

Purchase Order List

The list can show operational metrics such as open POs, drafts, awaiting payment, overdue, and due soon. Use filters for status, date, supplier, location, and search where available.

Draft Purchase Order Fields

Common draft fields include:

• Supplier
• Destination location
• Expected date
• Notes
• Shipping
• Duties
• Fees

Line fields include:

• Supplier SKU
• Ordered quantity
• Pack size
• Unit cost
• Remove line
• Add variant
• Quantity

Sending And Exporting

The purchase order detail page includes:

• Print / PDF
• Send PO
• Resend PO
• Attach supplier CSV
• Recipient
• Subject
• Message
• Sender
• Cancel PO
• Archive
• Restore

Use supplier-specific PO CSV layouts when a supplier requires a particular file format.

Payment, Tax, And Document Fields

Workflow fields include Invoice number, Supplier order number, PO date, Invoice date, Ship date, Payment due, Paid date, Paid amount, Discount, Adjustment, Purchase tax, Shipping tax, Shipping, Duties, and Fees.

Expected Success State

A complete purchasing flow has mapped lines, reviewed quantities and costs, a sent or exported supplier document, optional supplier CSV output, receiving history, and updated Shopify inventory for accepted received units.

Common Troubleshooting

• No variants can be added: map supplier SKUs first.
• Cannot send: confirm the PO has lines, a recipient, and permission to send.
• Supplier CSV is missing: configure the supplier's PO CSV columns.
• Approval is required: check PO send approval thresholds and separation-of-duties settings.
• Receiving is blocked: check PO status and receive_inventory permission.
• Shopify inventory did not update: confirm accepted units were received, not only rejected units.

Related Articles

• Create and Send a Purchase Order
• Purchase Order Receiving
• Receive a purchase order
• Supplier-Specific PO CSV Exports
• Configure Supplier-Specific PO CSV Exports
• Use BackstockOps workflow roles and approvals

Search Keywords

purchase order, PO, draft PO, send PO, resend PO, supplier CSV, PDF, receive inventory, partial receiving, rejected units, payment due, paid amount, purchase tax, shipping tax, approval