Shopify Purchase Order Best Practices: A Complete Guide

Shopify does not have a built-in purchase order system. Whether you use spreadsheets or a dedicated app, these best practices will help you create, manage, and track POs that keep your inventory flowing.

1. Standardize Your PO Structure

Every purchase order should include the same core fields:

• PO Number — Sequential or date-based (e.g., PO-2026-0042)
• Supplier Details — Name, contact, shipping address
• Line Items — SKU, product name, quantity, unit cost, line total
• Subtotal, Tax, Shipping, Grand Total
• Expected Delivery Date
• Payment Terms — Net 30, Net 60, COD, or prepayment

2. Track Wholesale Unit Costs Per SKU

Never rely on memory or scattered spreadsheets for vendor pricing. Maintain a structured cost map that links each SKU to its supplier and wholesale cost.

3. Use Reorder Point Calculations

4. Implement Line-by-Line Receiving

Suppliers do not always deliver complete orders. Track partial shipments line-by-line to prevent overpayment and maintain inventory accuracy.

5. Send POs as PDF Attachments

Suppliers respond better to professional, formatted purchase orders. Generate PDFs or use pre-formatted email templates.