Honey ShelfUsing the pipeline
Stage 3 — Buy Materials
The purchase-order lifecycle, approval limits and escalation, GST, MOQ warnings, and supplier PDFs.
Stage 3 manages purchase orders for raw materials. Draft POs created by Stage 2 shortfalls land here automatically; you can also raise POs from scratch. QC managers have no access to this stage. Each PO gets a human-readable number in the form PO-2026-0042.
Lifecycle
| Status | Meaning |
|---|---|
| draft | Editable; not yet submitted |
| pending approval | Submitted above the creator's limit — waiting for the org admin |
| approved | Cleared to send |
| sent | Sent to the supplier |
| partially received | Some lines received via GRNs in Stage 4 |
| closed | Fully received |
| cancelled | Voided — only possible while NO goods have been received against it |
Approval limits
Each role can approve POs up to a limit, compared against the pre-tax subtotal. Defaults: QC manager ₹25,000 (USD orgs: $300), production lead ₹50,000 ($600), admin unlimited — your admin can change these in Settings → Approvals. A PO above your limit is not blocked: it moves to pending approval and the admin is notified.
GST and MOQ
Each line can carry a GST rate — it defaults from the material's configured rate and can be overridden per line. Totals show the pre-tax subtotal and GST separately. If a line's quantity is below the material's minimum order quantity, you get a warning — it never blocks the PO, since MOQs are often negotiable.
The supplier PDF
Approved POs generate a PDF with your company identity (name, GSTIN, address, logo — set in Settings → General), line items, and the GST breakdown, ready to send to the supplier.
Buying for the whole week from a spreadsheet? "Bulk import orders" (also in Settings → Import) loads a CSV/XLSX of PO lines grouped by supplier — every imported PO lands as a DRAFT and goes through this exact approval flow.