Purchase Orders, supplier bills, payments, and receiving
Track what your organization orders from suppliers or breeders, what physically arrives, what the supplier bills, and what you actually pay without turning those events into one ambiguous status.
Before you begin
- Business tools are enabled in Settings → Experience & Features.
- You have an owner, administrator, or manager role.
- The supplier Relationship is identified when possible.
- Existing feeder Restock Orders should continue through their specialized Restock workflow.
Interface walkthrough
These annotated interface maps describe the current PMA controls. They do not replace a real record review in your workspace.
Order animals, feeders, products, services, or custom items and track shipping, discounts, and purchase tax.
Record only quantities that physically arrived. Partial receiving is independent of PO and payment state.
Issue or record the supplier bill, then record deposits, partial payments, final payment, refunds, or voids.
Step-by-step workflow
Create the PO
Select the supplier Relationship where possible, add the actual lines, confirm prices, discounts, shipping, tax, expected delivery, carrier, and tracking.
Record the supplier bill
Add the supplier invoice number and due date when the bill is known. A bill does not imply that the goods have arrived or that it has been paid.
Record supplier payments
Record only real cash movements. PMA links manual supplier payments and refunds to Income & Expenses.
Receive what arrived
Use Receive for the quantities physically delivered. Feeder stock increases and purchased animal records are created only through receiving.
Use Restock Orders for feeder-specific purchasing
Feeder Restock Orders appear in unified purchasing automatically but remain managed from the specialized Restock Orders screen.
Expected result
PO status, receiving status, bill status, payment status, supplier Relationship, inventory or animal acquisition, and finance records stay connected while remaining operationally distinct.
Safety boundaries
- Do not receive quantities that have not physically arrived.
- Do not record a supplier payment merely because an invoice was issued.
- Use the supplier invoice to confirm tax and shipping values.
- Do not duplicate feeder purchases between Restock Orders and general purchasing.
Troubleshooting
A feeder Restock Order is shown in Purchasing
This is expected. Use Manage restock to edit or receive it; the Purchasing record is the unified commercial projection.
Receiving is Partial while payment is Paid
This is valid. The truck-icon badge tracks physical receiving; the dollar-icon badge tracks payment.
An animal is not in the collection yet
Purchased animal records are created when the animal is received, not when the PO or supplier bill is created.