This article explains how the Finished Goods Purchasing Module works within Sync.
It covers why Product Purchase Orders (PPOs) are created, the stages they move through, and when changes can or cannot be made once the purchasing process has begun.

TABLE OF CONTENTS

• Overview
• PPO Status Flow
• Prerequisites for Creating PPOs
• When You Can Make Changes
  • ✅ Changes Allowed
  • ❌ Changes Not Allowed
• Key Takeaways
• Next Steps After Purchasing

Overview

The Finished Goods Purchasing Module manages the procurement of completed products/ garments from in house, local or import manufacturers. This includes purchasing stock for resale, replenishment, wholesale orders, retail distribution, and e-commerce fulfilment.

Unlike raw-material purchasing, PPOs deal with fully manufactured, ready-to-sell items, and ensure that:

• Sales demand is met on time

• Forecasting and replenishment are managed efficiently

Finished goods purchasing may happen:

• After style costing is approved, when bulk production is confirmed

• During preseason or forecast planning, where predicted demand drives early ordering

• For ad-hoc replenishment, based on sales velocity or warehouse stock levels

The module provides tools to:

• Create and approve Product Purchase Orders (PPOs)

• Track supplier fulfilment from creation to goods receipt

• Manage multiple sizes, colours, SKUs, or style variants

PPO Status Flow

Every PPO progresses through a defined sequence of statuses representing where it sits in the procurement lifecycle.

This workflow ensures traceability from planning to receipt.

Prerequisites for Creating PPOs

Before a Product Purchase Order can be created, the following must be completed in Sync:

• Vendors (manufacturers or finished-goods suppliers) loaded

• Warehouses created

• Products, SKU variants, colours, sizes fully set up

• Style costing (for style-linked PPOs) completed if required

When You Can Make Changes

✅ Changes Allowed

You can edit most parts of a PPO while it remains in Not Approved status.
Common permitted updates:

• Supplier details, terms

• Product quantities, size breakdowns, colour variants

• Expected delivery dates or shipping windows

• Price updates (user-permission dependent)

• Adding or editing internal notes (User Memo) or vendor notes (Vendor Memo)

• Correcting warehouse delivery locations

No stock has been received and no financial transactions exist at this stage, so the PPO remains fully editable.

❌ Changes Not Allowed

Once certain milestones are reached, editing becomes restricted to protect financial and inventory integrity.

You cannot modify the PPO when:

• Any portion of the order has been received (Part Received or Received in Full)

• The PPO has been invoiced or linked to accounting processes

• It has been issued to the supplier and acknowledged or approved externally

• The PPO has been cancelled

If updates are required after these points, the approved corrective processes must be followed:

• Create a Return to Vendor (RTV) to account for over receipt errors

• Create a new PPO/ new line item for additional quantities

• Use stock adjustments where applicable (permission-controlled)

Key Takeaways

• PPOs are essential for managing finished-goods procurement, stock levels, and financial accuracy.

• Statuses reflect real-world progress and determine when changes are allowed.

• Edits are only permitted while the PPO remains unapproved and unprocessed.

• Once goods or invoices are processed, the PPO becomes locked to maintain traceability.

• The module ensures control, compliance, and reliable forecasting across all sales channels.

Next Steps After Purchasing

Once a PPO has been Issued to the supplier, the typical next steps include:

• Create an IS (Inbound Shipment) or directly receive the goods via GRV (Goods Received Voucher)

• Make the stock available for:

  • Retail picking

  • Online fulfilment

  • Wholesale order packing