Inbound Orders
Create and manage inbound orders
Inbound Orders represent purchase commitments made to suppliers and are the starting point of the purchasing process in Numera.
An Inbound Order serves as a Purchase Order and is used to plan incoming inventory, manage supplier purchases, track expected deliveries, and support the goods receipt and invoicing process.
Inbound Orders help businesses forecast inventory availability, manage supplier relationships, and maintain visibility of future stock arrivals.
Overview
Inbound Orders can be created:
- Manually
- By cloning an existing Inbound Order
They are used to:
- Purchase products and services from suppliers
- Plan incoming inventory
- Generate Purchase Order documents
- Support goods receipt processing
- Manage supplier commitments
- Improve inventory forecasting
Where Inbound Orders Fit in the Purchase Process
Purchase Process Overview
Inbound Order List and Navigation
Overview
The Inbound Orders list allows users to:
- View purchase orders
- Search orders
- Filter orders
- Sort orders
- Open existing orders
- Create new orders
Creating an Inbound Order
Overview
Users can create Inbound Orders manually or by cloning an existing order.
Manual Creation
Create a new purchase order from scratch.
Clone Existing Order
Inbound Orders can be created manually or cloned from previously created Inbound Orders. Cloning is useful for recurring purchases and repeat supplier transactions, as it automatically copies supplier information, order lines, quantities, pricing, and other relevant data into a new Draft Inbound Order. Users can review and modify the copied information before saving or confirming the new order.
Order Header Data
The order header contains supplier and purchasing information.
Typical fields include:
| Field | Description |
|---|---|
| Supplier | Supplier providing the goods or services |
| Order Date | Date the order was created |
| Requested Delivery Date | Expected supplier delivery date |
| Reference Number | Supplier or internal reference |
| Currency | Purchase currency |
| Payment Terms | Agreed supplier payment conditions |
| Notes | Additional purchasing information |
Requested Delivery Date and Inventory Planning
Planned Incoming Inventory
The Requested Delivery Date is used to forecast incoming inventory.
When an Inbound Order is confirmed:
- Expected inventory is registered as Planned Stock
- Inventory forecasting is updated
- Available to Promise (ATP) calculations are improved
- Future inventory availability becomes visible to planners
ATP Impact
Available to Promise calculations consider:
- Current physical stock
- Planned inbound inventory / Planned inventory
- Planned outbound inventory / Allocated inventory
This allows businesses to make better purchasing and sales decisions.
Example
ATP Impact Example
Current Stock
Physical: 100 units
Confirmed Inbound Order
Planned: +50 units
Future ATP
Reflects expected availability
With a Requested Delivery Date of 15 June, the result is:
- Physical Stock = 100
- Planned Stock = 50
- Future ATP reflects expected inventory availability
Shipping Information
Optional Shipping Costs
Inbound Orders support shipping and logistics cost tracking at document level.
Users can register:
- Shipping Cost
- Shipping VAT
- Shipping Notes
- Additional freight-related information
This information can be used to track the total cost of procurement.
Shipping Not Included in Invoice
The order header contains the option Shipping is not included in the invoice. When enabled:
- Shipping charges are not expected to appear on the supplier invoice
- Businesses can include transportation costs billed separately in the cost of goods calculations
Order Lines
Inbound Order lines define the products and services being purchased.
Each line may contain:
- Item
- Quantity
- Unit
- Unit Cost
- Discount
- Tax
- Line Total
Users can add one or multiple items to the order.
Batch and Lot Information
Optional Batch Entry
For batch-managed inventory items, users can optionally enter batch or lot information directly on the Inbound Order.
Examples:
- Batch or Lot Number
- Expiration Date
- Manufacturing Date
Benefits
Entering batch information early:
- Speeds up goods receipt processing
- Reduces manual data entry
- Improves traceability
- Simplifies warehouse operations
When an Inbound Delivery is created from the order, the batch information is automatically carried forward.
Supporting Documents
File Attachments
Users can attach supplier and purchasing documents directly to the Inbound Order.
Supported file types include:
- DOCX
- XLSX
- Images
- Other common document formats
Typical attachments:
- Supplier quotations
- Price lists
- Technical specifications
- Contracts
- Supplier confirmations
- Purchase-related correspondence
Purchase Order PDF
Download Purchase Order
Users can generate a Purchase Order PDF directly from an Inbound Order.
The Purchase Order can be:
- Downloaded
- Printed
- Sent to suppliers
- Attached to supplier communications
The PDF may include:
- Purchase Order Number
- Supplier Information
- Requested Delivery Date
- Ordered Items
- Quantities
- Pricing
- Terms and Conditions
- Company Information
Saving and Confirming Orders
Save as Draft
Draft orders:
- Can be edited freely
- Do not affect inventory planning
- Do not create supplier commitments
Save and Confirm
Confirmed orders:
- Become active supplier commitments
- Register planned inventory
- Contribute to ATP calculations
- Support purchasing forecasts
Actions Available for Confirmed Orders
Create Inbound Delivery
Generate a goods receipt document.
Create Vendor Invoice
Generate a supplier invoice.
Clone
Create a new purchase order using the same data.
Cancel
Cancel the purchase order.
Inbound Order Status Lifecycle
Alternative path:
Status Definitions
- Draft — Order is being prepared.
- Confirmed — Order has been issued to the supplier.
- Received — Goods have been received.
- Invoiced — Supplier invoice has been received.
- Completed — Goods have been received and invoiced.
- Cancelled — Order has been cancelled.
Editing Existing Orders
Editing rules are identical to Outbound Orders.
| Status | Can Be Modified | Notes |
|---|---|---|
| Draft | Yes | No restrictions |
| Confirmed | Yes | Planned stock updates automatically |
| Received | Conditional | Related documents must be handled first |
| Invoiced | Conditional | Invoice must be handled first |
| Completed | Restricted | Receipt and invoice must be handled first |
| Cancelled | No | Cannot be modified |
Best Practices
Review Inventory Levels Before Creating Purchase Orders
Purchase inventory based on demand and replenishment requirements.
Confirm Supplier Deliveries Against Purchase Orders
Verify that incoming goods match ordered quantities and specifications.
Record Inbound Deliveries Promptly
Maintain accurate inventory balances by recording goods receipts as soon as products arrive.
Verify Supplier Invoices Before Processing Payments
Match invoices against purchase orders and received quantities.
Monitor Supplier Performance and Lead Times Regularly
Track delivery reliability and supplier responsiveness to improve purchasing decisions.
Related Documentation
Key Concepts
- Inbound Orders serve as Purchase Orders in Numera.
- Inbound Orders can be created manually or cloned.
- Confirmed orders register planned inventory.
- Planned inventory positively affects ATP calculations.
- Shipping costs can be tracked separately from supplier invoices.
- Purchase Order PDFs can be generated and shared with suppliers.
- Supplier documents can be attached directly to orders.
- Batch information can be entered before goods receipt.
- Inbound Orders support inventory planning but do not create inventory transactions.
- Inventory is updated only when goods are received through an Inbound Delivery.