PrepStation Docs
Sign In

Purchase Orders

Purchase orders let you plan what you're buying from each vendor, get the order approved, send it, and then receive the delivery straight into your inventory.

Purchase Orders Overview

What it is: A purchase order (PO) is a list of vendor items you plan to buy from one vendor, with quantities, prices, and an expected delivery date.

Why you'd use it:

  • Keep a record of what you ordered, from whom, and at what price
  • Have a manager approve spending before anything is ordered
  • Receive deliveries line by line so your stock levels stay accurate
  • Compare what you ordered against what the vendor billed (see 3-Way Matching)

How it fits together:

Vendors → sell → Vendor Items
Purchase Orders → order → Vendor Items (from one vendor)
Receiving a PO → adds stock to → Inventory
Vendor Invoice → matched against → Purchase Order

Each purchase order belongs to one vendor and one location. PO numbers are created for you automatically.

Order Statuses

Status What it means
Draft Being built. You can add, change, and remove items.
Pending approval Submitted and waiting for someone who can approve purchase orders. Still editable.
Approved Ready to send to the vendor.
Ordered You've placed the order with the vendor.
Partially received Some items have arrived, others haven't yet.
Received Everything on the order has arrived.
Cancelled The order was called off.

Note

By default, only Admins can approve purchase orders. Admins, Managers, and Chefs can create and edit them. Your account's roles decide this.

Sign in to read the full guide

Step-by-step instructions, screenshots and videos for every part of Prep Station are available to everyone on a Prep Station account.

Also in this guide

  • Finding Your Purchase Orders
  • Creating a Purchase Order
  • Getting an Order Approved and Sent
  • Receiving a Delivery
  • Building Orders from Your Inventory (Purchase Mode)
  • Other Things You Can Do
  • Using the AI Assistant for Purchase Orders
  • Common Questions
  • Next Steps
Sign in See pricing Talk to us

Last updated: November 14, 2026