This article explains how the Stock Purchasing Module works within Sync.
It covers why Purchase Orders (POs) are created, what stages they go through, and when changes can or cannot be made once the purchasing process is underway.
TABLE OF CONTENTS
- Overview
- Purchase Order Creation
- PO Status Flow
- Purchase Order Prerequisites
- When You Can Make Changes
- Key Takeaways
- Next Steps After Purchasing
Overview
The Stock Purchasing Module manages the procurement of raw materials such as fabrics, trims & packaging from suppliers. PO's are also used to manage & cost Outworks and other non-stock elements which go into the manufacture of products.
Stock Purchasing is typically initiated once the Job/Style has been completely costed & approved.
There are scenarios like sampling or bulk ordering where stock purchasing may take place before style costing is completed & approved.
It ensures that your company maintains optimal stock levels, controls costs, and records accurate supplier transactions.
The module provides tools to:
Create and approve Purchase Orders (POs)
Track order progress from request to goods receipt (and invoicing)
Control supplier adherence to delivery commitments
Monitor inventory, orders & requirements through reporting
Purchase Order Creation
Purchase Orders (POs) can be generated in two ways depending on your ordering, visibility & allocation processes:
Purchase Order (Job Based)
Created to order the stock required for specific jobs once requirement is confirmed
Can only be created once the Job/Style is in a 'Locked' status
Stock required for multiple jobs can be added to the same PO provided they are for the same vendor
PO is automatically linked to the associated Jobs & visible on the PO's tab on the Job
On Stock receipt the stock is automatically allocated to the associated job. This locks picking of the stock to that job
Bulk Purchase Order
System-generated based on stock level rules, reorder points, or buffer stock thresholds.
Each PO captures supplier details, order dates, item descriptions, quantities, unit prices, expected delivery dates, and delivery locations.
PO Status Flow
Every purchase order progresses through a defined sequence of statuses representing its stage in the procurement process.
Typical Sync workflows include the following:
| Status | Description |
|---|---|
| Not Approved | PO created but not yet submitted for approval or confirmation. |
| Approved | PO reviewed and approved internally; can now be sent to the supplier. |
| Issued | Purchase order issued to the supplier (emailed or integrated). Stock can be received on arrival at the warehouse. |
| Part Received | Supplier has delivered part of the order; remaining items still pending. |
| Received in Full | All goods received into inventory; no further stock can be received. |
| Cancelled | Order terminated before fulfillment; not processed further. |
Purchase Order Prerequisites
Before a purchase order can be created in Sync the below must first be completed:
- Load Vendors (Suppliers)
- Load Warehouses
- Load cost sub types (fabrics, trims, packaging items)
- Add cost details to the Job BOM for job originated PO's
When You Can Make Changes
✅ Changes Allowed
You can typically edit or update a purchase order when it’s still in Not Approved status.
Permitted adjustments often include:
Changing supplier contact details or payment terms
Adjusting item quantities, descriptions, or expected delivery dates
Correcting unit prices (permission related)
Adding internal notes (user Memo) or supplier notes (Vendor memo)
No invoices or financial postings have occurred.
❌ Changes Not Allowed
Once a PO reaches certain milestones, editing becomes restricted to preserve financial and inventory accuracy.
You cannot modify a PO when:
Goods have already been partially or fully received
The PO has been invoiced or linked to financial transactions
It has been sent to the supplier and the vendor has acknowledged it (depending on your policy)
It is cancelled
If corrections are needed after these points, users must follow approved workflows such as:
Issuing a Return to Vendor
Create a new PO
Key Takeaways
Purchase Orders form the backbone of supplier procurement and stock control.
Status changes reflect real-world progress: from draft, to approval, to delivery, and final invoicing.
Edits are only permitted before goods or financial documents are processed.
Full traceability ensures compliance, control, and accurate reporting.
Next Steps After Purchasing
Once a Purchase order has been issued to your supplier then the likely next steps are:
- GRV (Receive) the stock OR create the ASN (Advanced Shipping Notice)
- Check the stock after receipt (stock is not available in Sync for picking until marked as 'Checked')
- Put Away stock in the correct warehouse location
- Allocate stock to jobs/ styles (if ordered on a bulk PO)
- Pick the stock for production
Need more help?
Consult your internal Purchasing Policy Guide or contact your ERP support team for guidance on PO amendments, supplier setup, or automated replenishment rules.