Streamline Inventory Management: Set Up Purchase Orders in Shopify

Streamline Inventory Management: Set Up Purchase Orders in Shopify

Table of Contents:

  1. Introduction
  2. Setting up a Purchase Order in Shopify
  3. Selecting a Supplier
  4. Choosing a Destination
  5. Adding Product Details
  6. Adding Notes to the Supplier
  7. Handling Tax Issues
  8. Saving and Activating the Draft
  9. Receiving Incoming Inventory
  10. Conclusion

Setting up a Purchase Order in Shopify

Creating a purchase order within Shopify can be a useful tool for managing inventory and communicating with suppliers. In this article, we will guide you through the process of setting up a purchase order in Shopify step by step. From selecting a supplier to receiving incoming inventory, we'll cover all the essential aspects involved. So let's get started!


Shopify is an e-commerce platform that allows businesses to set up online stores and sell products. One of the features offered by Shopify is the ability to create purchase orders. A purchase order is a document sent to a supplier that specifies the items to be purchased, their quantities, and other relevant details. By using purchase orders, businesses can effectively manage their inventory and ensure that they have enough stock to meet customer demands. In this article, we will explore the process of setting up a purchase order in Shopify and discuss how it can benefit your business.

Step 1: Selecting a Supplier

The first step in setting up a purchase order in Shopify is to select a supplier. A supplier is the company or individual from whom you will be purchasing the items. Shopify allows you to store supplier details, making it easy to select and track your suppliers. When selecting a supplier, consider factors such as quality, reliability, and pricing. It is also essential to establish clear communication channels with the supplier to ensure smooth transactions.

Step 2: Choosing a Destination

After selecting a supplier, the next step is to choose a destination for the purchased items. The destination refers to the location where you want the items to be delivered. In Shopify, you can set up multiple destinations, allowing you to allocate different items to different locations. This can be useful if you have multiple warehouses or fulfillment centers. When setting up a destination, ensure that you provide accurate address details to avoid any delivery issues.

Step 3: Adding Product Details

Once you've chosen a supplier and destination, it's time to add the product details to the purchase order. Shopify provides a search function that allows you to quickly find the items you want to purchase. Simply enter the product name or keywords, and Shopify will display relevant results. Select the desired product from the search results and specify the quantity you wish to order. Shopify will automatically calculate the cost based on the product price and quantity.

Step 4: Adding Notes to the Supplier

In addition to the product details, you can also add notes to the supplier in the purchase order. These notes can be used to communicate specific instructions or requirements regarding the order. While Shopify does not automatically send these notes to the supplier, you can copy and paste them into an email or any other communication channel you use with the supplier. Adding notes ensures that both you and the supplier are on the same page regarding the order.

Step 5: Handling Tax Issues

Dealing with tax issues can be complex when setting up a purchase order. The tax requirements vary depending on the location of the supplier and your own business. It is crucial to be aware of any special tax laws or regulations that may affect your purchases. Consult with a tax professional or refer to the relevant government authorities to ensure compliance with tax rules. Ignoring tax issues can lead to legal and financial consequences.

Step 6: Saving and Activating the Draft

After providing all the necessary details, you can save the purchase order as a draft. Saving the draft allows you to review and make any necessary changes before finalizing the order. Once you are satisfied with the purchase order, you can activate it. Activating the purchase order marks it as "ordered" and prepares it for receiving incoming inventory. Note that once a purchase order is activated, it cannot be turned back into a draft, so ensure that all the details are accurate before activating.

Step 7: Receiving Incoming Inventory

The final step in the purchase order process is receiving the incoming inventory. After the supplier delivers the ordered items, you can update your inventory by marking the purchase order as received. When you mark the purchase order as received, the inventory quantity will be automatically updated in your system. This way, you can keep track of the incoming inventory and ensure that your stock levels are accurate.


Setting up a purchase order in Shopify can greatly streamline your inventory management and communication with suppliers. By following the steps outlined in this article, you'll be able to create purchase orders efficiently and keep your inventory up to date. Remember to carefully select your suppliers, provide accurate product details, and handle tax issues appropriately. With a well-organized purchase order system in place, you can efficiently manage your inventory and meet customer demands.

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