> ## Documentation Index > Fetch the complete documentation index at: https://bulk-order-hero.mintlify.site/llms.txt > Use this file to discover all available pages before exploring further. # Vendors and purchase orders > Keep your suppliers in one place, send purchase orders, and track every load until it's in your yard. Order material from your quarries, pits and suppliers right in the app, and see what's on its way into your yard. Tap **Inventory**, then the **Purchase orders** or **Vendors** tab. > [!NOTE] > > Purchase orders are your records. Bulk Order Hero doesn't pay your vendors. Pay them the way you always have. ## Add a vendor **1. Tap Inventory, then Vendors, then Add vendor** **2. Fill in their details** **Name**, **Contact**, **Phone** and **Email**. Your purchase orders go to that email. You can also add their **Address** (if your trucks pick up there), your **Account # with them**, **Their payment terms** and **Notes**. **3. Add the materials they supply** For each one, add their price per ton or per yard. If you like, add their name or code for it, a **Minimum order** and the **Lead time (days)**. Tap the **Preferred** star on the vendor you usually buy each material from. Each vendor's page shows their materials and prices, your open purchase orders with them, and what you've received from them this year. ## Send a purchase order **1. Tap Purchase orders, then New purchase order** **2. Pick the vendor and add materials** Enter how much of each. The price fills in from the vendor's price, and you can change it. **3. Pick how it arrives** **Vendor delivers** to your yard, or **We pick up** at the vendor's address. Then add the **Expected** date. **4. Add notes (optional)** The **Note to vendor** shows on the purchase order. The **Internal note** is only for your team. **5. Tap Send to vendor** They get an email with the purchase order and a link to confirm it. Not ready yet? Tap **Save draft**. Purchase orders are numbered for you: PO-1001, PO-1002 and so on. On a purchase order's page you can also: * **Copy link** to paste it into your own message. If you've set up [text messages](https://bulk-order-hero.mintlify.site/advanced/text-messages.md), you can text the link from **Send**. * **Print** it. * **Order again** to start a copy, for material you order often. ## What your vendor sees The link opens a page with your logo and the purchase order. Your vendor doesn't need to log in. They can: * **Confirm order**, and change the expected date or add a note for you. * **Log a load** for each truck they send: the material, amount, ticket number, when it left, and a photo of the ticket. They can't change your amounts or prices, and they never see your stock, your customers or your other orders. You get a notification on the bell when a vendor confirms or logs a load. Logged loads show as **Shipped** until you receive them. > [!TIP] > > Big quarries usually won't use the link, and that's fine. Enter their ticket when the load arrives. ## Receive a load When a load arrives, open the purchase order and tap **Receive** on the material, or **Receive this load** on a load your vendor logged. The ticket number, amount and photo are filled in for you. You can also use **Receive stock** on the Inventory page and pick the order under **For purchase order**. Receiving adds the material to your stock and saves the price from the purchase order as its cost. If you received a different amount than the vendor logged, the purchase order shows both, like *Vendor logged 24.5 tons ยท Received 24.1 tons*. ## Statuses | Status | What it means | | - | - | | **Draft** | Saved, not sent yet. | | **Sent** | Sent to the vendor. | | **Confirmed** | The vendor confirmed it. | | **Partly received** | Some of it has arrived. | | **Received** | Everything has arrived. | | **Closed short** | You closed it before everything came. | | **Canceled** | You called it off. | * Not waiting for the rest? Tap **Close short**. * Calling it off? Tap **Cancel PO**. * Don't want the vendor using the link anymore? Tap **Turn off vendor link**. ## See what's coming in On the **Stock** tab, the **Incoming** column shows how much is still coming on open purchase orders, with the soonest date. Open a material to see its **Next delivery**. Low-stock alerts mention incoming material too. Running low? Open the material and tap **Reorder**. It starts a purchase order with your preferred vendor, their price and the amount you ordered last time. **Reorder** is in the low-stock email too. ## Who can use it | | Owner (you) | Dispatcher | Driver | | - | - | - | - | | See purchase orders and vendors | Yes | Yes | No | | Receive loads | Yes | Yes | No | | Create, send, change or cancel purchase orders | Yes | No | No | | Add or change vendors | Yes | No | No | This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.