Overview
A purchase order (PO) tells your warehouse what a vendor is sending, how much, and how it should be received. Receivers scan against the PO, so inventory is updated accurately and you can compare what arrived with what was ordered.
You create a PO in a five-step wizard: PO Details, Products, Vendor, Other Info and Confirm. To create many POs at once, use Import Purchase Order via Excel File or the Open API.
When to use it
A vendor confirms a shipment and you want the warehouse to receive against it.
A client asks you to expect inbound stock.
You want lot, expiry or LP details known before the goods arrive.
Prerequisites
At least one PO type exists. See Purchase Order Type Creation.
The products exist in Logiwa IO, unless the PO type has Allow Create Without Product enabled.
Step-by-step
1. Enter the PO details
Go to Purchase Orders and click Create Purchase Order. The wizard opens on PO Details.
Fill in the fields:
Field | What it does | Example |
Warehouse* | Warehouse that will receive the PO | Main Warehouse |
Client* | Client the PO belongs to | Acme |
PO Number* | Unique per client, up to 50 characters | PO-2026-1045 |
PO Type* | Decides the receiving rules. See Purchase Order Type Creation | Standard |
PO Date* | Filled automatically with the creation date and time | — |
Planned Receiving Date / Planned Arrival Date | When you expect the PO to be received / to arrive | 12 Nov 2026 |
Actual Receiving Date | Filled automatically when the PO is completed; you can also enter it manually | — |
Actual Arrival Date | When the shipment actually arrived; can be updated later | — |
Reference Number | Another code, such as the vendor’s order number. POs can be searched by it | VND-88213 |
Note | Up to 500 characters | Deliver to dock 2 |
*Required
Then click Next Step.
2. Add products
In Enter SKU and Add Product, type at least 3 characters of the SKU, product name or barcode and select the product. To create a product that doesn’t exist yet, click Create New Product.
To set line details, open the ••• menu on the row and select Edit. Fill in the fields and click Apply.
Line field | What it does | Example |
Pack Type | Pack type ordered | 6pack |
Quantity* | Quantity ordered in the selected pack type | 50 |
Price Per Pack Type* | Price for one unit of the line’s pack type. Used to calculate Total Price (read-only) | 100 |
Received Quantity | Quantity received so far, in UOM (the product’s base unit) | 50 six-packs fully received shows 300 |
Receiving Location | Web receiving only: when the PO is received with Receive PO on the web, inventory is placed in this location. If it’s empty, the warehouse’s default receiving location is used. On mobile, the receiver scans the location | DOCK-1 |
Lot Batch Number / Expiry Date / Production Date | Expected attributes, used by the PO type’s match rules and by auto-fill on mobile | LOT123 / 09 Dec 2026 |
LP Type / LP Number | The LP (license plate: a scannable label for a group of items) for the line. Web receiving: inventory is placed on this LP. Without an LP, it goes to the receiving location as above. Cross-dock POs: receiving is done by scanning the LP Number on the PO line. Parent LPs can’t be used on PO lines | Pallet / LP-9001 |
*Required
To remove a line, open the ••• menu on the row and select Delete. When the products are complete, click Next Step.
The Products grid
The toolbar above the lines gives you:
Enter SKU and Add Product: adds a product (type at least 3 characters).
Create New Product: creates a product without leaving the PO.
Find PO Detail by SKU: searches the lines already on the PO.
Export: downloads the lines to Excel.
Label: creates labels for the lines.
Number of SKU: the number of lines on the PO.
Total Qty: the sum of the Quantity column, in each line’s own pack type.
The grid shows these columns for each line:
Column | What it shows | Example |
Quantity | Quantity ordered, in the line’s pack type | 50 |
Pack Type / UOM Pack Type | The line’s pack type and the product’s base unit | 6pack / Unit |
UOM Quantity | Quantity converted to UOM (Quantity × units in the pack type) | 300 |
Received Quantity | Received so far, in UOM | 120 after 20 six-packs |
Price Per Item | Price per pack type on the line (the same value as Price Per Pack Type) | 100 |
Total Price | Quantity × Price Per Item | 5,000 |
Lot Batch Number / Production Date / Expiry Date | Expected attributes on the line | LOT123 |
Receiving Location / LP Type / LP Number | Where web receiving places the inventory (see above) | DOCK-1 / Pallet / LP-9001 |
💡 Total Qty adds the Quantity column as entered, so mixed pack types aren’t converted.
Example: A PO has four lines of 50, 100, 10 and 200 units, plus one line of 50 six-packs. Total Qty shows 410, but the UOM total is 660, because the 50 six-packs count as 300 units.
3. Choose the vendor
Select the vendor by checking the box next to its Vendor Display Name, or click Add New Vendor to create one.
To change a vendor’s details, click Edit next to its name.
Click Next Step.
4. Add custom fields (optional)
Use Add/Edit Custom Field to fill in any PO custom fields, then click Next Step. See Create a Custom Field.
5. Confirm
Review the summary and use Back to change anything. Click Confirm Purchase Order. A confirmation message appears and the PO is created in Pending status.
Rules for PO lines
Rule | What happens | Example |
Identical lines are merged | Lines with the same SKU, pack type, lot, expiry and production date become one line with the combined quantity. Lines that differ in any of these stay separate | Adding SKU-100 × 10 twice with lot L-1 gives one line of 20 |
Alphabetical order | Lines are sorted alphabetically on the PO and on mobile receiving, however the PO was created | — |
Kit products | Kit-to-Stock products work as usual. Kit-to-Order products don’t appear in the product search and can’t be added | Add the kit’s components instead |
POs without products | Allowed only if the PO type has Allow Create Without Product enabled | — |
Limits | 2,000 lines per PO · 999,999 units per line · 10,000,000 units per PO | — |
Purchase order statuses
New POs start as Pending. Receiving moves them to Started and then Completed. A Pending PO can be Cancelled. For details, see Purchase Order Statuses and Lifecycle.
Common questions
Why can’t I find my product in the PO product search? Type at least 3 characters. If it still doesn’t appear, it may be a Kit-to-Order product, which can’t be added to POs. Add the kit’s components instead.
Why is Total Qty different from the number of units I ordered? Total Qty adds the Quantity column in each line’s own pack type. Check the UOM Quantity column for units.
Can I set a parent LP on a PO line? No. Parent LPs aren’t allowed on PO lines. Receivers can still receive onto a parent LP on mobile.
Can two clients use the same PO number? Yes. PO numbers only need to be unique per client.