A step-by-step guide for creating a Purchase Order in Shopify Admin, converting it to a Transfer, and receiving inventory.

1. Start a New Purchase Order

1. Go to the Purchase Orders section in Shopify Admin.
2. Click Create Purchase Order.
3. Select the Supplier you're ordering from (you can also add a new supplier or edit an existing one).
4. Choose the destination location for the order.
   • Note: Shopify does not support a single Purchase Order shipping to multiple locations. If you need to receive inventory at more than one location, create a separate Purchase Order for each one.

2. Add Products to the Order

1. Add the products you want to order.
   • Cost and supplier SKU will fill in automatically.
2. Adjust the quantity for each product as needed.
3. Optional: Add a reference number or notes.
4. Optional: Add tags for easier reference later.
5. Click Save.

At this point, the Purchase Order is saved as a draft — it is not yet finalized and won't be picked up by the API/reporting layer.

3. Mark the Order as "Ordered"

1. Review the Purchase Order to confirm everything looks correct.
2. Change the status from Draft to Ordered.

4. Create a Transfer

1. If a transfer already exists for this order, you can link to it.
2. If this is a new Purchase Order, click Create Transfer.
   • This generates a Transfer record linked to the Purchase Order, tracking how the goods will be received into the store.

5. Mark the Transfer as "In Transit"

1. Change the transfer status to In Transit.
2. Add shipment details:
   • Tracking number (optional)
   • Carrier (optional)
   • Expected arrival date — this is the most important field for Purchase Order tracking, since it determines which month the order will show up in for reporting (Retail Orbit's AUR bucket).
3. Click Save.

Tip: The expected arrival date can represent the ship date, expected arrival date, or cancel date, depending on how you want to use it.

6. Review the Records

• Go back to the Purchase Order — it will show as In Progress / Ordered, with the expected arrival date and no items received yet.
• Any edits to quantities or shipment info should be made at the Transfer level. Changes made to the transfer will update the Purchase Order, but not the other way around.

7. Receive Items

When the shipment arrives:

1. Go to Receive Items on the transfer.
2. Choose one of the following:
   • Accept All
   • Reject All
   • Accept Partial (enter the quantity actually received)
3. Click Stock and Fulfill to confirm.

Once received, Shopify automatically updates the inventory count for that product at that location based on the quantity accepted.

Good to Know

• Shopify treats "Transfers" broadly — this includes inventory moving between your own stores, as well as inventory coming in from suppliers (Purchase Orders) or being sent back to suppliers (returns/RTVs).
• If you have any questions along the way, reach out to support.