Purchase Orders
A purchase order (PO) records what you've ordered from a supplier and tracks it until it arrives — including part-deliveries. It closes the loop between "we're low" and "it's on the shelf".
Where to find it: the Purchase orders screen (in the menu, when the module is enabled).
Raise a PO against a supplier — entering the supplier's name — and add the items and quantities you're ordering. The ordered stock is now on its way — Gubbins tracks it as in transit so you can see what's inbound.
If the list of what you're buying already exists somewhere else — a supplier's basket export, a quote, a spreadsheet of parts, or just a list you typed out — you don't have to re-key it. Use Import list to paste it or upload a file, then choose where it should go:
- This purchase order — add the lines to the order you're looking at.
- A new purchase order — name a supplier and Gubbins raises a draft order containing the lines.
- The Wishlist — for things you're not ordering yet.
Gubbins recognises CSV / TSV, JSON, a Markdown or HTML table, or a plain list with
one thing per line — the format is detected automatically, or you can pick it with Interpret
as. Columns are matched by their headings, so Description, Qty, Unit price, MPN,
Supplier and Link are all understood however they're capitalised or punctuated. Where a row
gives only a line total, the unit price is worked out from the quantity.
Everything is previewed before anything is written, so you can see exactly what will be added.
💡 Tip A plain list works fine —
3x M3 boltson its own line becomes a line for three of them. Bullets and numbering are ignored, so you can paste a list straight out of your notes.
ℹ️ Note Lines carrying an MPN or a supplier order code are matched to items you already track, so receiving them moves the right item's stock. Anything unmatched is still added — just as a plain line with its description.
When a delivery arrives, receive it against the PO. Gubbins supports:
- Partial receipts — receive some now, the rest later; the outstanding quantity stays on order.
- Split lines — a line delivered across multiple shipments is handled cleanly.
Received stock lands in your inventory and the in-transit figure drops accordingly.
💡 Tip The In transit dashboard widget and the In Transit location view show everything inbound at a glance — handy for knowing what to expect before it turns up. To see it item-by-item instead, use the On order status chip on the Inventory screen (Inventory views).
ℹ️ Note Purchase orders need Contacts enabled. If the module is off, turn it on in Modular UI and the dependency is offered automatically.
- Reorder & shopping list — deciding what to order.
- Supplier parts & price history — supplier codes and prices.
- Wishlist — things you want but aren't ordering yet.