Record purchases and consignments with purchase orders

When you buy a piece, the paperwork usually ends up in three places: the seller's invoice, your inventory, and a spreadsheet of what you still owe. Purchase orders in Elefta keep it in one record: who you bought from, what you paid, what each piece cost you, and what's left to pay.

Start an order

Open Purchases and click New Purchase Order. Pick the seller from your contacts. Then choose the Ownership: Purchase for stock you're buying, or Consignment for stock you're holding for someone else. Add the date, salesperson, tracking number, and the template the document should use.

Add the items

Add New. Create new inventory right from the order, for any product type.

Existing Inventory. Attach pieces already in Elefta. You'll get a warning first, because their cost and vendor will be updated to match the order.

Bulk Upload. Upload a supplier's CSV and match its columns. Elefta shows which rows are ready and lets you download any that need fixing.

What happens to each piece

Every item takes the order's seller as its vendor, the order date as its purchase date, and its line price as its cost. The item's page links back to the purchase order, and you can filter your inventory by it.

Paying the seller

Record payments against the order as you make them. The status follows the balance on its own: Pending until it's paid off, then Paid. The Purchases list shows what you still owe on each partly paid order. The cards at the top show your total spend, what you owe sellers, and the value of consigned stock.

Consignment

Consigned pieces are marked as not owned wherever you see inventory value, and a Consigned tag on each one opens its consignment. Set the consignor's payout as a percentage or a flat amount. When you decide to buy some of the pieces, select them and click Purchase selected; the rest stay on consignment.

Sending, cancelling, and who can see it

You can download, print, email or WhatsApp the order as a PDF. Cancelling an order never deletes inventory, and a cancelled order can be reinstated. Only team members allowed to see cost and vendor can open Purchases, which keeps your inventory costs private.