Skip to main content

Documentation Index

Fetch the complete documentation index at: https://elimuborasolutionsco.mintlify.app/llms.txt

Use this file to discover all available pages before exploring further.

Purchase orders are the formal record of stock you buy from suppliers. When you mark a purchase order as received, Elimu Bora updates stock levels automatically and creates the matching inventory movement records — no manual data entry required. This page covers adding suppliers, creating purchase orders, and managing them through to delivery.

​
Supplier directory

Every purchase order is linked to a supplier. Before you can raise a purchase order, the supplier must exist in the system.

​
Adding a supplier

1

Open the Suppliers list

Go to Inventory > Suppliers, then click New supplier.
2

Enter the supplier details

Fill in the supplier’s Name, along with their contact details — phone number, email address, and physical address if applicable.
3

Save the supplier

Click Save. The supplier is now available to select when creating a purchase order.
Add the supplier before you start creating the purchase order. The supplier field is required, so having it in the system first saves you from switching screens mid-way through the order form.

​
Purchase order lifecycle

Every purchase order follows this lifecycle: 
Draft → Ordered → Received
              └→ Cancelled
StatusWhat it means
DraftThe order is editable and has not been sent to the supplier yet
OrderedThe order has been sent to the supplier and is awaiting delivery
ReceivedThe goods have arrived; stock levels have been updated automatically
CancelledThe order was cancelled and will not be fulfilled
You can only edit the line items and details of a purchase order while it is in Draft status. Once the status changes to Ordered or beyond, the order is locked.

​
Creating a purchase order

1

Open the Purchases list

Go to Inventory > Purchases, then click New purchase.
2

Set the order details

Select the Supplier from the dropdown. Enter the Purchase Date — the date you are raising the order — and add the supplier’s Invoice Number if you have it. You can also add internal Notes for your records.
3

Add line items

In the Items section, click Add item to add each product you are ordering.For each line item:
  • Select the Product from the catalogue. The unit price fills in automatically from the product record.
  • Enter the Quantity you are ordering.
  • Adjust the Unit Price if the supplier’s price differs from the catalogue price.
  • The Subtotal updates automatically.
Add as many items as needed for the order.
4

Set the payment details

In the Payment section, record the Payment Status and Amount Paid if payment has already been made. The Total Amount is calculated automatically from the line items.
5

Save the draft

Click Save. The order is saved with a status of Draft. You can come back to edit it before sending it to the supplier.
6

Mark as Ordered when sent to the supplier

Once you have sent the order to the supplier, open the purchase order and change the status to Ordered. This signals that the order is live and awaiting delivery.

​
Receiving goods

When the supplier delivers the order, mark it as received. This is the step that updates stock levels.
1

Open the purchase order

Go to Inventory > Purchases and click on the relevant order. You can filter the list by status to find orders with Ordered status.
2

Mark as Received

Change the status to Received and save.The system automatically processes the receipt and:
  • Increases the stock quantity for every product in the order
  • Records an inventory movement of type Purchase for each line item, with the quantity before and after captured for auditing
Marking a purchase as Received cannot be undone through the UI. Make sure the delivery matches the order before changing the status. If goods arrive damaged or incomplete, record the actual quantities received and raise a separate purchase order or adjustment as needed.

​
Viewing purchase history

The Purchases list at Inventory > Purchases shows all purchase orders across all suppliers. Use the filter options to narrow the list by:
  • Status — see only Draft, Ordered, Received, or Cancelled orders
  • Supplier — see all orders from a specific supplier
You can also download a full purchase history report from Inventory > Reports > Purchase History Report.
On the Purchases list, use the Status filter to find orders in a specific stage. For example, filter by Ordered to see everything that is awaiting delivery.