Purchase orders

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.

The lifecycle

1. Draft — created automatically from a Morning Brief, or manually for off-cycle orders. Editable, not yet sent.
2. Submitted — you hit Submit on the draft. Out of the editing workspace and into the order log; not yet handed off to the ERP.
3. Sent — Stokk has written the PO back to the ERP. From here the supplier sees it.
4. Partially received — some lines have arrived; others are still outstanding. Quantities update as the ERP processes goods receipts.
5. Received — every line is fully delivered. The PO is done.
6. Cancelled — withdrawn before completion. Cancelled POs stay in history; they're never deleted.

Creating a PO

From the Morning Brief

Click Start order on a flagged supplier row. Stokk creates a draft pre-populated from the supplier's forecast.

From a supplier page

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.

Manually

From Purchasing → Purchase Orders, click New PO, pick a supplier, then add lines item by item. Useful for one-off non-stocked orders.

Sending a PO to the supplier

Open a submitted PO and click Download PDFto get a clean, supplier-facing order — 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.

Reading the columns

Three columns work together to tell the buyer what's going on with each SKU:

• Days Left— how many days the warehouse can keep refilling stores at chain demand. This is the operational signal: when it drops below your supplier's lead time, the warehouse will empty before any PO filed today can land. The cell shows ⚠ in that case.
• Days at Chain— how long the entire chain (warehouse + every store) can keep selling at chain demand. When Days Left reads urgent but Days at Chain is long, stores still hold plenty — that's the slow-mover trap, and ordering more from the supplier doesn't fix it. A transfer between locations does.
• Signal — a one-token advisory: Urgent (warehouse will empty before PO lands), Reorder (normal need), Stocked (stores already hold a buffer; skip this cycle), Excess (chain is grossly over target), No forecast (data gap), and a quiet — for inactive SKUs. Sort by this column to bring urgents to the top in one click.

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.

STOKK's notes while you order

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).

Seeing the order on the stock chart

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 orderline 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 outmarker 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.

Editing a draft

• Quantities, prices, and the requested delivery date are editable.
• The line will show a warning if your quantity is below the supplier's MOQ or order multiple — you can override it but Stokk flags it.
• Removing a line just removes it from this PO; the system will recommend the same item again on the next cycle if it still warrants ordering.

Export to CSV or Excel

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.

Approving and sending

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.

Cancelling

Drafts can be discarded freely. Sent POs need a cancellation request, which propagates to the ERP — your purchasing manager has to confirm.