Purchase Orders

Track orders placed with your vendors — from draft through shipping to receiving inventory. Each line item has its own estimated arrival date, payment terms, and tracking info, so you can manage each item independently. Purchase order lines can also be linked to Special Orders so that status updates automatically flow through to the customer's special order.

Purchase Order List

At the top of the page, three clickable stat cards give you a quick overview:

Stat	What It Shows
Unsubmitted	Draft POs waiting to be sent to vendors
Waiting on Shipment	Submitted POs that haven't shipped yet
Arriving Soon	POs that are shipped and in transit
QC Issues	POs with open quality control issues (shown in amber when count > 0)

Click any stat card to filter the list to just those POs.

Columns

Column	Description
PO #	Unique number (e.g., PO-1032)
Vendor	Vendor name
Location	Boutique location
Status	Draft, Submitted, Shipped, Partially Received, Received, or Cancelled
Order Date	When the PO was created
Expected Date	Earliest estimated arrival across line items
Total	PO total cost

Search by PO number, vendor name, or customer name (matches POs that contain line items linked to that customer's special order). Filter by status or vendor.

Creating a Purchase Order

Click New Purchase Order to open the creation form.

Field	Required	Description
Vendor	Yes	Select the vendor you're ordering from — vendor's default payment terms auto-apply to all lines
Location	Yes	Which boutique location will receive the items
Notes	No	Internal notes about this PO

Line Items

Each line represents one unit being ordered. To order multiple of the same item, add multiple lines.

• Product — select from your product catalog (auto-fills unit cost from product cost)
• Variant — if the product has variants, select the specific size/color/condition
• Unit Cost — cost per unit
• Estimated Arrival Date — when you expect this specific item to arrive

The PO total updates in real-time as you add lines.

Purchase Order Detail

Click any PO to view its detail page.

If the vendor has a Portal URL set on their profile, an Open Portal ↗ link appears directly under the vendor name in the PO header. One click opens the vendor's account portal in a new tab — useful when you need to jump from a draft PO straight into the vendor's site to actually submit the order or check stock.

Header

The header shows the essentials:

• Vendor — supplier
• Location — receiving location
• PO Total — total cost across all lines
• Order Date — when the PO was created

Line Items

Each line item displays the product, variant, cost, and status. If the line is linked to a Special Order, the customer's name appears underneath the product (e.g., "for Melissa Bailey").

Below each line, a detail row shows:

Field	Description
Est. Arrival	When this item is expected to arrive (editable while pending)
Terms	Payment terms for this line (Full Payment, Deposit, Net 30, Net 45, Net 60, or Net 90)
Paid	Amount paid to the vendor for this line (manually entered)
Balance	Remaining amount owed (cost minus paid, calculated automatically)

Lines that aren't yet linked to a Special Order have a "Link special order..." dropdown. Select a pending special order to link it to this line — the customer's name then appears under the product and the linked special order automatically gets the estimated arrival date and advances its status as the PO progresses.

Payment Terms

Each line's payment terms come from the vendor's default and can be changed per line. The terms also determine when payment is due:

Terms	Payment Due
Full Payment	On the order date
Deposit	Deposit percentage required, balance due when the item arrives
Net 30 / 45 / 60 / 90	The specified number of days after the item arrives

Editing Lines

While a line is pending (not yet shipped), you can edit:

• Estimated arrival date
• Payment terms
• Amount paid
• Linked special order

Once a line is marked as shipped, these fields lock. The Add Line button lets you add additional items to the PO before it's submitted.

Actions

Action	When Available	What It Does
Mark as Submitted	Draft	Moves the PO to Submitted status
Email Vendor	All statuses (vendor must have email)	Emails the full PO to the vendor. If the PO is still in Draft, it's automatically marked as Submitted.
Mark Shipped (per line)	Pending lines	Opens modal for carrier and tracking number
Mark Received (per line)	Shipped lines	Records the item as received and adds it to inventory
Cancel PO	Any status except Received	Cancels the purchase order
Download PDF	All statuses	Downloads a printable PO document

Email Vendor

Click Email Vendor in the sidebar to send the PO directly to the vendor's email. The email includes the PO number, order date, line items with quantities and costs, the grand total, and any PO notes. If the vendor doesn't have an email on file, you'll see a link to add one on their vendor profile.

If the PO is still in Draft status, emailing it automatically marks it as Submitted and updates the order date.

Per-Line Shipping and Receiving

Unlike the previous workflow, BridalOp now handles shipping and receiving per line instead of in bulk. This is important because items on the same PO often arrive at different times.

Marking a line as shipped opens a modal where you enter the carrier (UPS, FedEx, USPS, DHL, or Other) and tracking number. The tracking info is stored on that specific line. The line status changes to Shipped.

Marking a line as received opens a modal where you can receive the item with or without a quality control issue.

Click Receive — No Issues to receive the item normally. An inventory item is created and added to your stock, and the line status changes to Received. If the line is linked to a Special Order, that SO automatically advances to Received status.

Quality Control (QC) Issues

If there's a problem with the item, check Flag a QC issue before receiving. The form expands with additional fields:

Field	Required	Description
Issue Type	Yes	Damaged, Wrong Item, Wrong Size/Color, Missing Parts, Cosmetic Defect, or Other
What's Wrong	Yes	Describe the issue in detail
Plan of Action	Yes	Hold for Review, Return to Vendor, Accept As-Is, Request Replacement, or Request Credit
Action Notes	No	Next steps, vendor communication details
Inventory Condition	No	New, Floor Sample, or Used — controls the condition on the created inventory item
Photos	No	Upload up to 5 photos or PDFs (max 10 MB each) to document the issue

Click Receive with QC Issue to receive the item and create a QC issue record. The inventory item is still created, but:

• If the plan of action is Return to Vendor or Hold for Review, the inventory item is marked as Damaged status instead of Available
• A QC badge appears on the line item in the PO detail view (yellow for open issues, green for resolved)

QC issues have three statuses: Open, In Progress, and Resolved. When resolved, BridalOp records who resolved it and when.

POs with open QC issues show a QC badge in the purchase orders list and are counted in the QC Issues stat card at the top of the page.

The overall PO status is calculated from its line statuses:

• All lines pending → Draft or Submitted
• At least one line shipped → Shipped
• Some lines received, others not → Partially Received
• All lines received → Received

PO Status Workflow

Status	Meaning
Draft	Created but not yet sent to vendor
Submitted	Sent to vendor for processing
Shipped	At least one line has been marked as shipped
Partially Received	Some items received, others still pending
Received	All items received and added to inventory
Cancelled	PO was cancelled

How PO Updates Flow to Special Orders

When a PO line is linked to a Special Order, status changes propagate automatically:

PO Line Action	Special Order Update
PO submitted	Pending SOs advance to Ordered
Line marked as shipped	Linked SO advances to In Transit
Line marked as received	Linked SO advances to Received

This means you manage the vendor relationship through Purchase Orders, and your customers' Special Orders stay up to date without manual intervention.