Order stock from a supplier and receive it

A purchase order is your written request to a supplier for stock. You list the products and quantities you want, and you can name the supplier it is for. When the goods arrive, you receive the order, and that is the moment your stock goes up. A supplier is a company you buy from, saved with a name and optionally a contact name, phone, email and note.

Orders live on the Receiving tab of Inventory. Each order is in one of three states:

• Draft. You are still working on it. A draft changes nothing in your stock, and you can edit its quantities and unit costs.
• Open. The order has been sent. It cannot be edited any more, and it is waiting for the goods.
• Received. The goods arrived and your stock was updated.

Zelun records the order and the stock. It does not place the order with your supplier for you.

1. Products in your inventory. An order is made of products, so add them first. See the article on inventory and stock.
2. Check that you can open Inventory. The Inventory item is in the Setup group of the left menu. If you are sent to a Forbidden page, ask the account owner to do this for you.
3. Suppliers are saved against the company. Once saved, a supplier can be chosen on any order. The Receiving screen only lets you choose from existing suppliers, in Supplier. It does not have a form to create or edit a supplier. If the list shows only No supplier, ask whoever manages your Zelun account to add your suppliers. An order without a supplier is perfectly valid and can still be received.
4. Pick the right location with the Location selector at the top of the screen, because stock is received into that location.

Create an order

1. Open Inventory and go to the Receiving tab.
2. In the Draft purchase order card, choose a Supplier, or leave No supplier.
3. For the first line choose the product in Receive SKU, type the quantity in Qty and the Unit cost. You also see how much of it you have now under On hand.
4. Press Add line for each additional product.
5. Press Save as draft if you want to keep working on it later, or Create draft order to create it as an open order straight away.

If some products are low on stock, this card already comes with a line for each of them, with a suggested quantity. Change the numbers to what you really want to buy.

Edit and send a draft

1. In the list under Purchase orders, find your order. It shows a short id, its products and quantities, the supplier, its state and its total.
2. On a draft, press Edit to change the quantity and Unit cost of each line, then Save. Press Cancel to leave without changes.
3. Press Send. The order becomes Open and can no longer be edited.

Get a message ready for the supplier

1. On a draft that names a supplier, press Draft message. Zelun uses an AI model to write a message to that supplier from the order's products, quantities and the supplier's saved contact details. It does not change the products or quantities.
2. Read it. A person must always review the result. You can edit the text in the box before you use it.
3. Zelun does not send this message. Copy it and send it to your supplier yourself, for example by WhatsApp or email. If the message cannot be written, the screen says generation is unavailable and you can write the message by hand. Your order is not affected.

Receive an order

1. When the goods arrive, find the Open order and press Receive order.
2. The order becomes Received, and each line is added to the On hand quantity of the chosen location, including fractions. Check it on the Stock tab.

Receiving a purchase order is the only action on this screen that changes your stock. Saving, editing or sending an order never does.

Clients do not see suppliers or purchase orders. The indirect effect is that the products you sell stay available at checkout because you restocked them.

• Expecting Send to contact the supplier. It only moves the order to Open. You contact the supplier yourself.
• Expecting a draft or an open order to add stock. Stock goes up only when you press Receive order.
• Trying to edit an open order. Only drafts can be edited. Save as draft first if you are not sure.
• Receiving at the wrong location. The stock goes to the location chosen in Location.
• Using the drafted message without reading it. It is a suggestion made by an AI model, so check it and edit it.
• Looking for a button to add suppliers on this screen. There is none in the Receiving tab, only a choice among existing ones.

Stock, expenses and checkout are explained in their own articles.