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A purchase order (PO) is what Stokk sends to a supplier when you need stock. Most POs in Stokk start from a Morning Brief recommendation; you can also create one manually.
Starting a new warehouse order asks how you want to build it: pick a card, then press the button to continue. ✦ STOKK AI order(recommended) has STOKK review every SKU (stock split, sales trend, incoming deliveries, your supplier rules) and write the order with a note on every judgment call. It takes a minute or two; you watch the steps tick through, and the finished order opens automatically with STOKK's quantities and ✦ notes. Standard order opens the grid with the plain suggested quantities instantly instead. You can set the order period (days of cover) before either, and if STOKK analyzed the supplier in the last day you can open that order directly. Only one analysis runs per supplier at a time; if a colleague already started one, Stokk tells you and the finished order appears when it completes. The ✦ STOKK analysis toolbar button brings the choice back any time, for example to re-run after widening the order period (your typed quantities are kept).
Click Start order on a flagged supplier row. Stokk creates a draft pre-populated from the supplier's forecast.
On the supplier's page, click New PO to open the draft grid. Stokk pre-fills suggested quantities for every SKU sourced from this supplier. Edits auto-save as you type. Leave the page and come back; your typed quantities are still there. The footer shows a green dot when the draft is safely on the server.
Use Save draft to flush pending edits immediately, or Cancel order to delete the draft entirely and start over. A draft you haven't submitted shows up as status Draft on Purchase Orders so you can find your in-progress work without retracing the supplier path.
From Purchasing → Purchase Orders, click New PO, pick a supplier, then add lines item by item. Useful for one-off non-stocked orders.
Open a submitted PO and click Download PDF to get a clean, supplier-facing order with your company details and logo, the delivery address, and the lines (item, description, quantity). Prices aren't printed; they're settled on the invoice. Email it to your supplier, or hand it to purchasing.
Your company details and logo on the PDF come from Admin → Company profile. Fill that in once so every order looks right.
Three columns work together to tell the buyer what's going on with each SKU:
Some suppliers can only fulfil part of their range in a given cycle. When an availability list has been loaded for a supplier, SKUs that aren't on it read Unavailable with a suggested quantity of 0, so you never draft an order the supplier can't ship. Suppliers without a loaded list are unaffected; every mapped SKU stays orderable.
The suggested order quantity is sized so the warehouse holds enough for the order period, minus any store excess that already buffers it, so a SKU sitting on months of cover at the stores reads “Stocked” with suggested = 0 rather than a defensive over-order.
Coverage basis. By default the order sizes the warehouse to the coverage window and treats stores as separate locations. If your tenant is set to chain basis (for single-location operations where the warehouse is just overstock), the order instead sizes so your total inventory across the warehouse and every store reaches the window, counting stock at the store as yours to sell. A company admin can switch it under Admin → Company profile → Purchasing if you sell from the store rather than refilling stores from the warehouse.
Stock that's already on the way counts too. Any PO you've already submitted but not yet received (Submitted, Sent, or Partially received) is treated as incoming stock and netted out of the suggestion, so Stokk never tells you to re-buy what's arriving in days. Place an order today and the next cycle's suggestions already know about it.
When a draft started from a Morning Brief, STOKK leaves a short note on the lines it had an opinion about. A line with a note is marked ✦ in the Item Name column; ⚠ means take a look before you order.
You don't have to hover those marks to read them. A note bar sits at the bottom of the screen and always shows STOKK's note for the line you're on, plus its signal and current cover. As you click a line, or move down the sheet with Enter/ arrow keys while editing quantities, the bar follows you, so the reasoning for the number you're deciding on is always in view. Lines STOKK didn't comment on say so. For the full breakdown, open the details panel (the Details button, or press d).
When you submit an order that started from a Morning Brief, STOKK's reasoning is saved onto it. The order page keeps a STOKK analysis summary and the per-line notes, so if you reopen the order later the “why” behind every quantity is still there.
Open the details panel (the Details button, or press d) and the Chart tab plots the line you ordered straight onto the stock graph. A violet With this order line steps up on the date the order is expected to land (today plus the supplier's lead time) and then sells down at the forecast rate, so you can see at a glance when the stock arrives and how long it lasts. A runs out marker appears where it's projected to hit zero; if the order covers you past the chart's window, stretch Look forward to see the run-out. The line redraws as you change the quantity.
While building a PO, the Export dropdown in the toolbar downloads the rows on screen as CSV (.csv) or Excel (.xlsx). The order_qty and line_value columns reflect your live draft (your typed overrides win, otherwise the suggested quantity), so the file matches what you'd submit. Useful for sending a vendor a draft order or checking totals in a spreadsheet first.
Click Approve on a draft to mark it ready to send. Depending on your tenant's settings, sending happens automatically on approval or as a separate explicit step. The audit log records who approved each PO and when.
When an order arrives, open it from Purchase Orders and click Mark as received. This is a Stokk-only step; it does not post a goods receipt to your ERP. Your ERP still owns the real receipt, and that arrives in Stokk as on-hand stock through the nightly sync.
Its job is to keep replenishment honest. A submitted order counts as Incoming and is netted out of the next suggestion (see above). Once the stock physically lands it also shows up in on-hand, so if the PO is still marked open, Stokk would count it twice and under-order those items next cycle. Marking it received closes the order and hands the reckoning back to on-hand stock alone. Do it once the delivery is in and reflected in your stock.
Drafts can be discarded freely. Sent POs need a cancellation request, which propagates to the ERP; your purchasing manager has to confirm.