Purchase order editor | Optiply Help Center

Review the order

The editor can show:

Products in order, ETA, and Order value;
supplier and order information;
weight, volume, and container information when those features are available; and
supplier notes for review.

Select Supplier and order info to open the side panel when supplier information has loaded. The panel can show coverage time, Reorder period, Lead time, measured lead time, order type and date, Min. order value, last placed date, expected arrival, totals, and container information when available.

Review these values before changing lines. A warning or unmet supplier constraint is a reason to inspect the order; it is not proof that placement failed.

Order-line controls

The editor separates products into two tabs:

Current order — products already included in the order;
Available products — products that can be added for this supplier.

You can search, filter, sort, clear filters, refresh, paginate, select rows, and configure each table independently. Use Column view to hide, move, pin, or resize columns. The available columns depend on your edition, settings, and permissions, and the two table layouts are saved separately.

With Purchase edit access, you can change Quantity, Price (base), Weight, and Volume when those fields are available. You can also add available products, remove selected products, and use Phase out when that action is available.

For multiple lines, select the rows and open the selected-items menu. Use Phase out or Remove, or use Clear selection to cancel the selection before applying an action.

The same product can have different purchasing values for different supplier relationships. If a product is not connected to this supplier, use Connect product to supplier before adding it.

Connect product to supplier

Purpose

Create the supplier-product relationship needed to make a disconnected product available for the selected supplier.

Prerequisites

Open a proposed purchase order with the correct supplier.
Have Purchase edit access and the supplier-related permission required for this action.
Know the supplier's product name, identifiers, purchase price, Min. Order Quantity, and Lot Size before entering them.
Confirm that the product should be marked Available or Preferred for this supplier.

Steps

Open Available products.
Select Connect product to supplier. In a proposed editor, the action can also be available in the editor's Options menu.
In Product Information, open Select a product and search for the disconnected product.
Select the product. The supplier-product fields become available after a product is selected.
In Supplier Product Information, enter the supplier's Supplier Product Name, Supplier Product SKU, and Supplier Product EAN when applicable.
In Purchase Information, enter Purchase Price, Min. Order Quantity, and Lot Size.
In Options, choose whether to enable Available and Preferred. The descriptions are Mark as an available supplier and Mark as the preferred supplier.
Select Save. If you need to connect another product, select Add another before saving. Select Cancel to leave the relationship unchanged.

Fields and columns

Select a product — the disconnected product to connect. Search the list rather than creating a duplicate product.
Supplier Product Name — the product name used by this supplier. This field is required.
Supplier Product SKU — the supplier's stock-keeping identifier, when one exists.
Supplier Product EAN — the supplier's EAN, when one exists.
Purchase Price — the supplier purchase price in the displayed currency. Enter a positive value.
Min. Order Quantity — the supplier's minimum quantity for this product.
Lot Size — the supplier's ordering increment for this product.
Available — marks the relationship as an available supplier relationship.
Preferred — marks the relationship as the preferred supplier relationship.
Add another — keeps the dialog available for another connection after saving.
Save, Cancel — save the relationship or leave without saving.

No purchase-order table column is edited by this dialog. After saving, the relationship can be represented in Available products and in supplier-product columns such as Active, Preferred, Supplier product SKU, Supplier product EAN code, Lot size, and MOQ.

Expected result

The supplier-product relationship is saved when the dialog completes successfully. The product can then be available for the selected supplier and can be added to the order if the order and product meet the applicable constraints. Add another keeps the workflow ready for another connection.

Limitations

The action is specific to the selected supplier; it does not change the product's purchasing values for every supplier.
Fields and actions can be hidden by permissions, edition, or account configuration.
A relationship does not by itself place an order or send information to the supplier.
Product availability, MOQ, Lot Size, and supplier identifiers must come from the supplier; do not estimate them.

Errors and recovery

If the supplier-product fields are disabled, select a product first.
If Save is disabled, check that a product is selected and that the required Supplier Product Name and Purchase Price values are valid.
If the product is not listed, search again, clear filters, or confirm that it is disconnected from this supplier.
If the action is missing, check Purchase edit access and the supplier-related permission. If it remains unavailable, ask an administrator to confirm that the workflow is enabled.
If saving fails, keep the entered supplier values, check for an existing relationship, and retry only after confirming that a duplicate was not created.

Additional tools

Depending on your account, the editor can offer product or supplier detail panels, reliability or promotion information, Adjust order, container-fill tools, and order export options. See Adjust order size and Work with containers for those optional workflows.

In Lite layouts with an advised-quantity side panel, forecast and safety-stock values can be locked, and the Buffer stock, Unrealized sales and Covered by incoming child rows can be omitted while Order up to remains. Product details is a different surface: its parent Safety stock and Maximum stock rows can remain even when their breakdown children are hidden. A hidden or locked display does not mean that a value was removed from planning calculations, and does not change the general meaning of those values.

Save or place the order

Use Save order... to keep the work as a draft. Use Place order... when the order is final and you are ready to commit it. Review the confirmation and wait for the placement result before treating the order as placed.

Placing an order and transmitting it to a supplier are related but separate outcomes. Email, EDI, or supplier-portal delivery depends on the supplier's configured communication method. A placement request alone does not prove that an external supplier received the order.

For the final checks and recovery steps, see Placing a purchase order.

Work with order lines