Purchase Orders

Fleet's Orders module tracks parts and supply purchases from external vendors. When your inventory runs low, create a purchase order to replenish stock, then track it through delivery and payment.

Order Fields

Field	Required	Description
Order Number	Auto-assigned	Sequential ORD-XXXXXX identifier
Items	Yes	One or more line items (product name, quantity, unit price)
Total	Auto-calculated	Sum of all line item quantities × unit prices
Status	Yes	Pending, Processing, Shipped, Delivered, or Cancelled
Payment Status	Yes	Pending, Paid, or Refunded
Shipping Address	No	Delivery address for the order
Tracking Number	No	Carrier tracking number once shipped
Notes	No	Internal notes about the order

Order Line Items

Each line item includes:

Field	Description
Product ID	Reference to an inventory item (optional — can be any ID string)
Product Name	Name of the part or supply being ordered
Quantity	Number of units to order
Unit Price	Price per unit from the vendor

Order Status

Status	Meaning
Pending	Order has been created but not yet sent to vendor
Processing	Vendor has acknowledged and is fulfilling the order
Shipped	Order is in transit (enter tracking number at this stage)
Delivered	Order has been received. Update inventory quantities accordingly
Cancelled	Order was cancelled before delivery

Creating a Purchase Order

1. Navigate to Orders in the left sidebar
2. Click Create Order
3. Add Line Items:
   • Click Add Item
   • Enter product name, quantity, and unit price
   • Repeat for each part being ordered
4. Enter the Shipping Address if applicable
5. Add any Notes for the vendor or internal reference
6. Click Save

Fleet assigns an ORD-XXXXXX order number automatically.

Tracking Order Progress

Update the order status as it moves through the fulfillment process:

1. Open the order
2. Click Edit
3. Update the Status
4. Add the Tracking Number when the vendor ships
5. Click Save

Receiving an Order

When an order arrives:

1. Update the order status to Delivered
2. Update Payment Status to Paid if invoiced and paid
3. Navigate to Inventory
4. Increase the quantity of each received part by the ordered amount

ℹ️Fleet does not automatically update inventory quantities when an order is marked Delivered. Update each inventory item's quantity manually after receiving the shipment.

Filtering Orders

On the Orders page, filter by:

• Status — Show pending, processing, shipped, delivered, or cancelled orders
• Payment Status — Show pending, paid, or refunded orders

Cancelling an Order

1. Open the order
2. Click Edit
3. Change Status to Cancelled
4. Click Save

Cancelled orders are retained in the system for audit history.