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How do I create and manage Purchase Orders?

Learn how purchase documents work in Pavilion, including purchase orders, purchase receipts, memos, memo returns, credit notes, line items, receiving inventory, memo balances, and vendor returns.

Purchase documents help you track vendor-facing inventory activity in Pavilion.

You can use purchase documents to order inventory, receive inventory, record memo items, return memoed items, and create vendor credit notes.

Purchase documents are managed in the Pavilion B2B app from the Purchases tab.

Purchase document types

Use the table below to understand when to use each purchase document type.

Document Type

Use Case

Add New Items

Pull Items from Existing Docs

Purchase Order (PO)

Initiate purchase

✅

❌

Purchase Receipt (PR)

Confirm receipt of goods

✅

From POs, Memos

Memo

Receive memo stock from vendor

✅

❌

Memo Return

Return memoed items

❌

From PMs

Credit Note (CN)

Return purchased items

❌

From PRs

Create a purchase document

ℹ️ Note: If you don’t see Purchases in the Pavilion B2B app, please contact your administrator.

To create a new Purchase document, follow these steps:

  1. Navigate to the Pavilion B2B app and open the Purchases tab.

  2. Click the New button.

  3. Select the appropriate record type (e.g., Purchase Order, Purchase Receipt, etc.).

  4. Click Next.

  5. Fill in all required fields.

  6. Click Save to create the document.

Add document line items

After the purchase document is created, add the items or charges that should be included on the document.

Depending on the document type, you may be able to add:

  • Misc line items

  • Individual inventory items

  • Bulk items

Add a miscellaneous line item

Use + Misc when you need to add a charge or line item that is not tied to a specific inventory item.

  1. Open the purchase document.

  2. Click + Misc.

  3. Enter the line item details.

  4. Click Save.

Add an inventory item

Use + Item when you need to add an individual inventory item to the purchase document.

  1. Open the purchase document.

  2. Click + Item.

  3. Search for or enter the inventory item details.

  4. Complete the required item fields.

  5. Click Save.

Add bulk items

Use + Bulk Items when you need to add multiple inventory items at the same time.

  1. Open the purchase document.

  2. Click + Bulk Items.

  3. Enter the bulk item details.

  4. Review the items for accuracy.

  5. Click Save.

Post a purchase document

Posting a purchase document confirms the document and moves it forward in the purchasing workflow.

  1. Open the purchase document.

  2. Review the document details and line items.

  3. Click Post.

  4. Confirm the action, if prompted.

After posting, the next available actions depend on the document type.

Receive inventory from a vendor

Use this workflow when items from a purchase order have arrived and need to be received into inventory.

  1. Open the posted Purchase Order.

  2. Click Receive.

  3. Select the items being received.

  4. Choose whether to create a new Purchase Receipt or add the items to an existing purchase receipt.

  5. Review the purchase receipt details.

  6. Click Save.

  7. Open the related Purchase Receipt.

  8. Review the received items.

  9. Click Post.

After the purchase receipt is posted, Pavilion updates the related inventory records.

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