Purchase orders for Shopify
Create, send and track as many purchase orders as you need, with suppliers, costs, delivery locations and status tracking in one place.
Start a PO from anywhere
Start a PO from the product page, the Products list, an order, a CSV or a barcode scan at POS. Costs pre-fill from your catalog.
- Unlimited POs and suppliers. There is no limit on purchase orders, SKUs or suppliers.
- Costs pre-filled. The product picker reads your catalog, so lines come in with costs and lead times already filled. A stock column beside Qty shows what you currently hold.
- Discounts and charges at every level. Shipping and adjustment lines, per-line tax rates, per-line discounts, a discount off the subtotal from the Add cost menu, and a running cost summary.
- Supplier price lists. Keep each supplier's prices with quantity breaks and future effective dates, in their currency. Lines pre-fill at the right break, and a new price on an order can be saved back to the list.
- Pack sizes and minimums on the line. Click the pack hint under a quantity to set the case size, its name and the minimum order for that supplier, without leaving the PO.
- Your metafields as columns. Show up to twenty of your own Shopify product and variant metafields on the lines, in the picker and on the CSV, read live from Shopify. Up to two of them can print on the PDF.
- Create the product from the PO. If a product does not exist yet, create it from the picker, with its options and variants, as a Shopify draft. It is added to the order in the same step.
- Sort lines your way. Sort a draft by vendor, title or SKU and the PO keeps that order. You can also switch on a Barcode column.
- Import POs from a file. A CSV becomes a draft PO and keeps its own number. A history import from another app maps its columns with AI suggestions, and you can fix bad rows in place before importing.
- Multi-destination POs. One PO can deliver to several locations, with per-line destinations and bulk move.
- Supplier SKUs on every line. Track your supplier part codes on each line. Shopify has no field for them.
- Multi-currency documents. Each PO is in its supplier's currency, and totals are kept per currency.
Track every PO from draft to received
POs move through draft, ordered, partially received, received and closed, and you can see the current status wherever the PO appears.
- Email POs from your own domain. Verify your domain once and POs send from an address like purchasing@yourshop.com instead of ours.
- A document per supplier. Choose which blocks each supplier sees, where the invoice should go, and a standing note printed on every order.
- More than one recipient. Copy the warehouse and your own accounts inbox, and open the email your supplier received from a browser link.
- Incoming stock in Shopify. Mark a PO ordered and the incoming quantities show on your Shopify product pages while the stock is on its way.
- Payments, in full or in part. Record each payment with its amount, date, method and reference. The payment status updates on its own: unpaid, partially paid, paid or overdue. Bulk actions cover the rest.
- Comments and @mentions. Leave comments on the PO's History card, @mention a teammate to send them one email with a link, and mark threads resolved. Comments stay internal and do not appear on the PDF or the supplier email.
- Partial shipments with tracking. When only part of the order has shipped, tick the lines in the parcel as you mark it on the way. The PO list shows the arrival date and a tracking link while it is in transit.
- Their number and your customer's. Add a supplier order number and a customer order number beside the reference. Both are editable after ordering, searchable, exportable, and print on the PDF when you switch them on.
- The PDF prints what you choose. Barcode, retail price, stock on hand and bin location are each a column you can switch on, remembered per supplier, and the totals lead with the unit count.
- Attachments on the PO. Attach supplier invoices and other files to the PO.
- Expected-arrival countdowns. The PO list shows which orders are due soon and which are late.
- Duplicate and amend. Reorder in one click, add lines to a PO that is already ordered, or move one back to draft if nothing has happened to it yet.
- Sort, filter and tidy in bulk. Filter by supplier or location, sort the list your way, and archive a whole season of finished orders in one action.
- Send stock back when it is wrong. Raise a supplier return against a delivery, ship it back, and track the credit you are owed.
Or skip the PDF entirely
If your supplier sells on Shopify, connect them through Stockroom Network. The PO you built arrives in their store as an order, and their fulfillment moves your PO through to received on its own.
- POs arrive as orders. Lines match on the supplier SKUs you already track. Fix a mismatch once and Stockroom remembers it.
- Updates flow back. Their tracking and shipped quantities update your PO through ordered, partial and received.
- Their prices feed your costs. A connected supplier can publish a price list. Changes come in under your approval policy, and a PO you have already sent keeps its prices.
- Email still works. Suppliers who are not connected still get the same PDF and email as before.
Common questions
What changes in Shopify when I mark a PO as ordered?
The quantities become incoming stock on your Shopify product pages, credited to Stockroom in the inventory history, and receiving moves them from incoming to available. Marking a PO as on the way is a status only and leaves Shopify alone. A drop-ship PO that ships to your customer never touches your Shopify inventory.
Can I undo a purchase order?
A draft can be deleted for good. Past draft you close or archive instead, and closing retracts the incoming stock that is still outstanding. Reopening a closed PO puts that incoming stock back, except on orders closed before this was built, and the dialog tells you when that is the case.
Can I make someone approve an order before it is sent?
Yes. Approval before ordering and finance review after receiving are separate switches, both off until you turn them on, and the server enforces them on every door including POS and the API. There are no staff roles yet, so anyone signed in can approve, including the person who raised the order. It records the sign-off rather than enforcing who gives it.
Can purchase orders send from my own email address?
Yes. Add one DNS record and your POs send from your domain instead of ours. Only a verified domain ever changes the sender, so a deleted DNS record costs you the branding and never a purchase order. It is one domain per store, and free mailbox domains like gmail.com are refused.
Is this part of the free app?
Yes. Purchase orders and receiving are free, and they stay free - that's the core of the app, not a trial. As Stockroom grows into deeper inventory management, the advanced end of that will be paid, along with things like hands-on onboarding and priority support.
Try purchase orders free
Install Stockroom free from the Shopify App Store. No trials, no credit card.