Bring in open purchase orders and stock in transit

This is the second stock-moving step of cutover, right after your stocktake: bringing in the purchase orders that haven’t fully arrived yet, without double-counting anything your count already includes. See Cutover day, step by step for when to run this relative to your stocktake and your open sale orders.

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Open purchase orders and stock in transit

A purchase order still awaiting delivery, in full or in part, is stock in transit: it isn’t in Qoblex until you receive it. Bring these in with the bulk purchase order CSV import from the Purchases list, which creates a full purchase order per Order Number you group rows under. See Import purchase orders and line items for the column reference and file limits.

Set Track Inventory by how much of the order has arrived:

• Fully delivered: set Track Inventory to false. Qoblex records the order with its full Quantity and creates the goods receipt notes for its Received Quantity, without changing your on-hand quantities or stock value. Your stocktake already includes those units, so nothing is counted twice, and the order keeps its delivery history.
• Nothing delivered yet: set Track Inventory to true and leave Received Quantity blank. The order then shows its quantities as Incoming until you receive them.
• Partly delivered: split it into two purchase orders in your file, line by line, using the same supplier and Shipping Location on both. Under the original number (for example PO-1001), list each line where something arrived, with Quantity and Received Quantity both set to the delivered amount and Track Inventory set to false. Under a numbered copy (PO-1001.1, then .2 and so on if you need more), list each line where something is still to come, with Quantity set to the undelivered amount, Received Quantity blank, and Track Inventory set to true. Leave out any line whose quantity would be 0: a single zero-quantity line makes Qoblex reject the whole file.

Track Inventory needs a true or false on every row, but Qoblex uses only the order’s first row and applies it, with Shipping Location, to the whole order. The setting only applies to the import itself: when the rest of an order arrives, receive it as usual with Receive goods and manage GRNs, and that receipt adds the new units to your stock.

Billed Quantity, Refunded Quantity, and Returned Quantity also create and authorize a real bill, refund, or supplier return when you import the row, whatever Track Inventory is set to. If your accounting integration is connected and those documents already exist in your accounts, leave these columns blank (or 0) so they aren’t posted twice (see the accounting callout in Set up Qoblex before you switch).