Placing an order through an agent

Where to find it

Procurement → Agents → the agent → Purchase Orders lists every order placed through the agent, each with its supplier, items, date and amount. Procurement → Purchase Orders shows them too, with the agent under the supplier's name.

Preparing an order

Open the supplier from the agent's Suppliers tab and start a new purchase order, or raise it from the supplier product upload or the shopping list. Add products and quantities as for any supplier. The order takes the next number of the agent's series.

Submitting and sending

Press Submit when the order is ready, then send it: the agent gets an email (or WhatsApp) with the order's PDF. PDF at the top prints the same document at any time.

Following the order

The purchase order page shows the supplier's own state, expected arrival, ready date and deposit. Confirmations, deposits, dates, the clean handover and stock deliveries are recorded there. Orders placed before 21 October 2026 can still be found by their old agent order number in the Purchase Orders search.

When the agent ships, one stock delivery can carry the orders of several of its suppliers: on a confirmed order, New stock delivery offers to add it to a delivery of the same agent that is still in process.

When the supplier changes a price

Before confirming a submitted order, the agent may hear that the supplier wants a new price for a product. The agent records it on that line, with the new price and an optional note, and you are notified. The line shows an amber box with the price the supplier asks and the price it replaces.

Answer on the line with one of three buttons:

• Accept: the line takes the new price.
• Keep old price: the line keeps its price. If the supplier will not sell at that price, the agent cancels the line.
• Set another price: you type the price you agree to, and the line takes it.

Tick Also update supplier price on the line before answering to make the price you choose the supplier product's price as well. The agent cannot confirm the order while a price question is unanswered: Confirm stays grey and says how many lines are waiting. The agent is notified of your answer.

When the agent asks for another quantity

The agent may also ask to change how much a line orders, for example because the supplier sells only full cartons or cannot make all of it. The agent records the quantity on that line, with an optional note, and you are notified. The line shows an amber box under its quantity with the quantity asked and the one it replaces.

Answer on the line:

• Accept: the line takes the new quantity and its amount is recalculated.
• Keep old quantity: the line keeps its quantity.

The order cannot be confirmed while a quantity question is unanswered, the same as for prices. The agent is notified of your answer. On the purchase orders list, an amber badge next to the reference counts the lines waiting for your answer on prices or quantities, and the New price or quantity to answer filter lists those orders.

Who can use it

Purchasing edit permission for your organisation to add, submit and send. Purchasing view permission to open orders and print them. Agents record their own dates as described in recording order progress as an agent.

When several organisations order from the same supplier, see ordering from an agent together with other organisations.