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A purchase order is what you send a supplier and what you receive against when the delivery arrives. Raising one from ClinikEHR means the received quantities, the costs and the lots all land back on the same document instead of on a printout somebody has to reconcile later.

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Raise a purchase order

1

Open a new order

On the Purchasing tab, select New PO.
2

Choose the vendor and the date

Pick the Vendor, then set the Expected date you have been promised. That date is what the delivery is chased against.
3

Add the lines

Add each product with its quantity and Unit cost. The Est. total updates as you go — check it against the quote before you send anything.
4

Submit it

Select submit. A toast confirms “PO submitted” and the order is emailed to the vendor. Until it is submitted it is a draft nobody has seen.

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Receive against it

Deliveries rarely arrive complete, so receiving is per line rather than all or nothing.
1

Open the submitted PO

Find it on the Purchasing tab.
2

Receive each line into a location

Enter what actually arrived for that line and the location it is going into. A line you leave alone stays outstanding, so a part-delivery is recorded as a part-delivery.
3

Record lot and expiry as you go

Every received line becomes a lot. Scan the pack where you can — see Batches, expiry and FEFO for why an undated lot causes trouble later.
Receiving through a PO and receiving through the toolbar’s Receive button end in the same place: stock on hand, and a movement on the Ledger tab.

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Vendors

Vendors on the Purchasing tab opens the supplier manager — the addresses, contacts and account details you order against. Without the “manage suppliers and purchase orders” permission the manager opens read-only. The same permission also hides negotiated unit costs and supplier account numbers, so a person who can see your stock does not automatically see what you pay for it. See Staff permissions. New PO and Draft PO from these are both locked without it.

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Ordering from the reorder suggestions

The Catalog and Alerts tabs carry a strip counting the items at/below threshold, with Draft PO from these. It builds a draft order from exactly those items — and deliberately skips any that are also projected to expire unsold, telling you how many it skipped. See Batches, expiry and FEFO.

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Vouchers — the goods-received record

A voucher is the document behind a delivery: what arrived, from whom, against which invoice, at what cost. The tab opens on three figures — Voucher value for the chosen period, Stock received, and the number of Vouchers — with a period and status filter, and a Receive stock button that starts a new one. A voucher takes a Vendor, a Receiving location, a Vendor invoice #, a Funding source and a line per product with Qty, Cost price, Markup %, Sale price, Lot and Expiry. Two shortcuts save most of the typing: “Scan a pack to add it…” adds a line from the pack itself, and Add from a purchase order pulls the lines straight off an order you already raised. Notes — “Delivery condition, discrepancies, credit notes…” — is where a short delivery or a damaged carton gets written down while somebody still remembers it. Each row can be downloaded or printed as a PDF for the supplier file.

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Check it worked

  • The order shows as submitted on the Purchasing tab, not as a draft.
  • Your vendor has the email.
  • After receiving, the Stock tab shows the new lots at the location you chose, and the Ledger tab shows the movements.
  • The voucher for the delivery appears on the Vouchers tab and the Stock received figure has moved.

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If something goes wrong

You do not have the “manage suppliers and purchase orders” permission, or you are at your plan’s purchase-order limit on Starter. The Free plan strip shows which.
The supplier manager opens read-only without the permission. That is the same permission that hides negotiated costs.
Viewing cost and margin is granted separately from viewing stock. Ask an owner or manager — see Staff permissions.
The email goes out on submit, so check the order is submitted rather than still a draft, and check the address on the vendor record. Download the PDF from the voucher or the order and send it manually in the meantime.
Receive the quantities that arrived and leave the rest of the line outstanding. Do not receive the full quantity and adjust it afterwards — that hides the shortfall from the supplier record.