When your items arrive, you can link the bill to the original purchase order so ConnectStock tracks exactly what you ordered, what you've received, and what's still outstanding.
How to link a PO to a bill
Go to ConnectStock, then Purchasing, then Bills.
Click Add Bill in the top right.
A list of open POs appears. Tick the PO (or POs) you want to link to this bill, then click Next.
Want a bill without a PO? Leave all POs unticked and click Continue Without Purchase Order.
The bill opens with the linked PO information filled in, including items, ordered quantities and vendor.
Linking several POs to 1 bill
You can link more than 1 PO to a single bill. This is useful when a vendor ships items from several POs together, or when you want 1 master bill to cover several orders. All linked POs must be from the same vendor.
Just tick all the POs you need on the selection screen and click Next. All items from those POs appear on the bill.
Tip: When several POs are linked, hover over the Ordered quantity on any line item to see which PO it came from.
Partially receiving items
You don't have to bill everything at once. In the Billed column, enter the quantity you actually received for each item. The PO tracks what's still open.
For example, if your PO was for 500 units and you only received 40, enter 40 in the Billed column. The PO stays open with 460 units still outstanding, and you can create more bills later as more units arrive.
You can keep doing this across as many bills as you need. The PO closes automatically once everything has been received.
1 master bill or several bills, your choice
ConnectStock gives you full flexibility:
1 master bill per PO: receive everything at once when the full shipment arrives.
Several bills per PO: record each partial shipment as its own bill as items come in over time.
1 bill across several POs: combine several POs into a single bill when shipments arrive together.
Use whichever approach fits how your vendor ships and how you want your records organized.
Editing the linked POs
You can change the linked POs on a bill at any time. Open the bill and click Edit. Then click the pencil icon next to the Purchase Order field at the top of the bill to add or remove linked POs.
Jump to the linked PO
The PO number shown at the top of the bill is clickable. Click it to jump straight to the original purchase order.
Frequently asked questions
Can I link POs from different vendors to 1 bill?
No. All linked POs must be from the same vendor.
What if I only received part of the order?
Enter the quantity you received in the Billed column. The PO stays open for the rest, and you can add more bills later.
When does the PO close?
It closes automatically once everything has been received.