Shopify Purchase Order Template for Suppliers
The minimum PO fields suppliers need when you migrate away from Stocky.
A purchase order is only useful if the supplier can act on it without guessing. When Stocky is no longer the source of truth, your PO template should be explicit, consistent, and easy to export.
Minimum fields every Shopify supplier PO should include
- Supplier name and contact email
- PO number and order date
- Expected receive date or requested ship date
- SKU, product title, and variant title
- Quantity ordered and unit cost
- Total line cost and total PO cost
- Shipping notes, case pack notes, or minimum order quantity notes
Operational fields that prevent mistakes
Add current inventory, reorder point, location, and preferred supplier item code when available. These fields help your team explain why the PO exists and make it easier to catch incorrect order quantities before sending the order.
Receiving fields matter too
Track ordered quantity, received quantity, rejected quantity, and remaining quantity. Partial receiving prevents a PO from disappearing too early, while rejected quantity explains why a shipment did not fully replenish the SKU. This is the difference between a static PO export and a purchasing workflow your team can trust.
PO lifecycle to use after migration
- Draft: The PO was generated from recommendations but has not been approved.
- Internal review: Buyer checks supplier, quantity, MOQ, pack size, current stock, and incoming units.
- Approved: The order is ready to send to the supplier.
- Sent: Supplier has received the PO or CSV export.
- Supplier confirmed: Supplier confirmed quantity, cost, and expected arrival.
- Partially received: Some units arrived, but the PO still has open or rejected lines.
- Received: All ordered units were received or rejected and the PO is operationally closed.
- Cancelled: The PO should no longer count as incoming inventory.
Why audit logs matter for purchase orders
Purchase orders affect cash, supplier commitments, and stock availability. A useful inventory system should record who created a draft PO, who received a shipment, who rejected units, and whether Shopify writeback was requested. Without an audit log, teams cannot explain why reorder recommendations changed from one day to the next.
How to use this during Stocky migration
Export open POs before migration, then rebuild supplier-level recommendations from clean SKU and supplier data. Compare recommended units against current open POs so you do not duplicate orders. Keep historical PO files archived, but focus the new workflow on open orders and near-term replenishment.
Vamao Inventory OS generates supplier-level purchase-order recommendations, CSV exports, and receiving records so small Shopify teams can keep buying inventory without a heavy ERP rollout.