# Supplier order: how to record a purchase of goods

URL: https://bimpsoft.com/en/help/purchasing/purchase-order/
Updated: 2026-11-06

> A supplier order in Bimp records the terms of a purchase: what, how much, at what price and when it should arrive. Create it in "Purchases → Supplier orders" with the "Create" button or from a customer order, select the supplier, contract and warehouse, add items and save. The document gets the "New" status.

## When you need a supplier order

You create a supplier order when you have agreed to purchase goods, raw materials or services. The document records the terms: what, how much, at what price and by what date. It does not change the warehouse balance: the goods appear after the [goods receipt](https://bimpsoft.com/en/help/purchasing/goods-receipt/). You can schedule payments for the order in the payment calendar. The whole sequence, from order to payment, is described in the [purchasing process overview](https://bimpsoft.com/en/help/purchasing/purchasing-process/).

**Example.** An electrical equipment distributor buys a batch of LED floodlights worth 84,000 UAH from a Ukrainian factory. The manager creates an order in hryvnia, specifies the warehouse and the delivery date, and plans two payments: an advance and the balance after receipt.

## Before you start

Check that you have:

- a supplier and a contract: see [Adding a supplier](https://bimpsoft.com/en/help/purchasing/add-supplier/);
- products or services in the directory: [Products and services](https://bimpsoft.com/en/help/products/products-and-services/);
- a warehouse and, for cashless payment, the company's bank account.

## How to create a supplier order

There are three ways to create the document.

- **From the "Purchases" section.** Open **Purchases → Supplier orders** and click **Create**.
- **From the [customer order](https://bimpsoft.com/en/help/sales/customer-order/) list.** In **Sales → Orders**, hover over the order you need and select the "Supplier order" icon.

  ![The customer order list in the "Sales" section, the "Orders" tab: a panel of icons appears on the right of the row, and the icon with the tooltip "Supplier order" is highlighted](https://bimpsoft.com/help/_img/5e99a854-f97a-409c-a882-c99f778425c8.webp)

- **From an open customer order.** Click **Create based on** and select "Supplier order".

With the last two methods, the contract and the customer order are filled in automatically.

## How to fill in the "Main" section

The "Main" section opens first and contains the key details.

![The supplier order form: the "Main" section with the fields "Supplier", "Contract", "Project", "Warehouse", "Price list rate", "Accounting rate", "Reserve days", the "Goods / Fixed assets" switch, "Order in table part"; on the right the "Products, services" tab](https://bimpsoft.com/help/_img/1ce93fb9-6d5a-4fbe-98b2-66ed3244bfe2.webp)

| Field | What to specify |
|---|---|
| "Document number" | assigned after saving; you can enter your own |
| "Internal number" | equals the document number by default; you can change it |
| "Creation date" | the current date; editable |
| "Supplier" | a counterparty with the "Supplier" type; if there is none, enter the name and click **Create** in the list |
| "Contract" | the supplier's main contract is filled in; for an order created from a customer order, the contract of that order |
| "Organization" | the legal entity the receipt and settlements are recorded for |
| "Warehouse" | where the goods will arrive |
| "Project" | if the purchase belongs to a project; otherwise leave the value from the contract |
| "Price list" | if prices are fixed in a price list; otherwise leave empty |
| "Price list rate" | needed if the price list is in a foreign currency and payment is in hryvnia; for hryvnia, **1** |
| "Accounting rate" | the rate for calculating the management cost price |
| "[Reserve](https://bimpsoft.com/en/help/sales/reserves/) days" | how many days to keep the reserve; **0** means indefinitely |
| "Goods / Fixed assets" | select **Goods** for a regular purchase; Fixed assets are for fixed assets |
| "Author", "Responsible manager" | who created and who manages the purchase |
| "Shipment date" | the planned date the goods arrive in the [warehouse](https://bimpsoft.com/en/help/inventory/warehouses/) |

> [!WARNING] For a purchase from a Ukrainian manufacturer, check that the contract currency is **UAH**. If the contract currency is different, settlements are made in that currency. For foreign currency, see [Purchasing in foreign currency](https://bimpsoft.com/en/help/purchasing/foreign-currency-purchase/).

### How to link a purchase to a customer order

You link a purchase to a customer order so that the goods arrive straight into the reserve for that customer.

1. In the "Customer order" field, select the order you are buying the goods for. For different orders in different rows, turn on the "Order in table part" switch: an "Order" column appears in the table.
2. If you do not specify a customer order, the goods arrive as free balance and are not reserved.

> [!NOTE] Goods cannot be reserved for a customer order created earlier than the date of the goods receipt document. Check the chronology.

## How to set up payment

The "Payment" section defines how and when you will pay the supplier.

1. Hover over the "Payment" section and click **Edit**.
2. In "Settlement type", select **Cashless** (specify the bank account) or **Cash** (cash desk or card).
3. Tick "Add to payment calendar" to plan the expense. See [Payment calendar](https://bimpsoft.com/en/help/finance/payment-calendar/).
4. In "Deferral", select **No deferral**, **Full** (one payment date) or **Partial** (several payments on different dates). The "Full" and "Partial" buttons add rows for specifying the terms.
5. Save the changes.

You can select only the bank accounts and cash desks that were added to the directories. The settlement type does not restrict the actual payment method.

## How to add products

You add items on the "Products, services" tab.

1. Click **Add** and select a product in the row, or enter the code or SKU, or scan the barcode in the search field.
2. If the product is not in the directory, click **Create** in the products list.
3. Specify the quantity and price. The amount is calculated automatically, and the quantity automatically becomes the reserve.
4. If needed, select the "Line of business" and "Project" for the row.

You can upload large lists from Excel with the **Import** button: see [Uploading items from Excel](https://bimpsoft.com/en/help/purchasing/purchase-order-import/). The "VAT" and "Price excl. VAT" switches above the table define whether the price already includes tax: see [VAT in a supplier order](https://bimpsoft.com/en/help/purchasing/vat-in-purchase-order/).

Table columns:

| Column | What it means |
|---|---|
| "Product" | the name of the product or service |
| "Quantity" | the order volume |
| "Available balance" | how much of the product is currently in the warehouse |
| "Reserve" | the quantity reserved in this order |
| "Price" | the price per unit according to the price list or contract |
| "Discount", "Discount amount" | the supplier's discount as a percentage and as an amount |
| "VAT", "VAT amount" | the tax rate and amount |
| "Amount" | the line cost including discounts and taxes |
| "Line of business", "Project" | analytics, can differ in each row |

## How to customize the document view

You can hide unnecessary columns and fields. Click the gear icon in the top right corner of the table: "Table part" controls the columns, "Section settings" controls the fields in the "Main", "Payment" and "Other" blocks. Each section field has two switches: the left one turns the field on in quick view mode (collapsed section), the right one in full view.

## What happens after saving

After saving, the order gets the "New" status; you can change it manually ("In progress", "Confirmed" and so on). The "Other" section lets you add a "Comment" and an unlimited number of links, for example to a specification or a file on a drive. The "three dots" menu in the top left part of the document opens additional actions, including creating linked documents.

Next, you create a goods receipt and a [supplier payment](https://bimpsoft.com/en/help/purchasing/supplier-payment/) for the order. All documents are visible on the order's "Links" tab.

## FAQ

**How do I create a supplier order from a customer order?**

Open the customer order, click "Create based on" and select "Supplier order". You can also hover over the order in the list and select the "Supplier order" icon. The contract is filled in from the customer order.

**Why can't I reserve goods for a customer order?**

Goods cannot be reserved for a customer order created earlier than the document date. Check the chronology of the documents.

**Does the settlement type affect the payment method?**

No. The "Cashless" or "Cash" type is not a restriction: in practice you can pay part in cash and part cashless.

**Which currency should I select for a purchase from a Ukrainian supplier?**

Hryvnia. Check that the contract with the supplier specifies UAH, otherwise settlements will be made in another currency.