Purchase order software that keeps stock and books in sync
Raise purchase orders from reorder points, receive stock against them, match invoices, and push it all to your accounting system. No spreadsheets, no overpaying.
How purchase orders sync inventory and accounting
A purchase order records what you expect from a supplier. When goods arrive, ZapInventory updates available stock from the quantity received, keeps any remainder open, and connects the receipt to the supplier bill. The accounting entry then reflects what was approved and received, rather than a disconnected spreadsheet total.
Inventory
Received quantities become available stock. Unreceived quantities stay open as incoming inventory.
Accounting
Approved purchases and supplier bills sync with Xero or QuickBooks so payables follow the purchasing record.
Reconciliation
The PO, goods receipt, and supplier invoice stay linked for a three-way match before payment.
Create and send POs
Build purchase orders from low-stock alerts or reorder points, then email them to suppliers as branded PDFs in one click.
Track every order
See which POs are draft, sent, partially received, or closed, with expected delivery dates on one board.
Receive inventory against the PO
Receive full or partial shipments, scan barcodes on intake, and update stock from the quantities that actually arrived.
Three-way match
Match the purchase order, the goods receipt, and the supplier invoice before you approve payment, so you never overpay.
Manage suppliers
Keep supplier catalogues, lead times, pricing, and contact details in one place and reorder in a few clicks.
Buy in packs
Order in supplier pack sizes and let ZapInventory convert pack quantities to sellable units automatically.
From reorder point to paid invoice
- 1
Raise the purchase order
Create a PO from a reorder point or manually, add line items from the supplier catalogue, and set quantities and expected dates.
- 2
Approve and send
Route the PO for approval if your workflow needs it, then send it to the supplier as a branded PDF directly from ZapInventory.
- 3
Receive the goods
When stock arrives, receive against the PO. Scan barcodes to confirm quantities and let inventory update in real time.
- 4
Three-way match and pay
Match the PO, the goods receipt, and the supplier invoice. Approve payment only when all three agree.
Purchase order questions
Can ZapInventory raise purchase orders automatically?
Yes. Set reorder points per product and ZapInventory flags items that fall below them, then drafts purchase orders to the right suppliers for your review.
Does it support partial deliveries?
Yes. You can receive part of a purchase order, and ZapInventory keeps the remainder open with its expected date until the rest arrives.
What is a three-way match and does ZapInventory do it?
A three-way match compares the purchase order, the goods receipt, and the supplier invoice before payment is approved. ZapInventory lines all three up so you only pay for what you ordered and received.
Can I order in supplier pack sizes?
Yes. Define pack sizes per supplier product and ZapInventory converts pack quantities to your sellable units when stock is received.
Does purchasing connect to my accounting system?
Yes. Approved purchases and supplier bills sync to Xero or QuickBooks so your payables match your received stock.
How do purchase orders sync inventory?
The purchase order records what is expected. Receiving records what arrived and increases available stock by the received quantity. Any remainder stays open, so incoming and available inventory remain separate.
When does a purchase order sync with Xero or QuickBooks?
The accounting entry follows the approved purchase and supplier bill. ZapInventory keeps the purchase order, receipt, and bill connected so the payable can be checked against the inventory received.
Start syncing your inventory in minutes
Try ZapInventory free for 14 days. No credit card required. Connect your channels, sync your stock, and see every order in one place. ZapInventory is now ffinventory.