Managing suppliers and purchase orders

Purchase orders (POs) keep track of what you've ordered from each supplier and book the stock in when it arrives. You'll need the Stock & Products access area. Both live under Products & Stock.

Add your suppliers

1. Go to Products & Stock → Suppliers.
2. Click Add supplier.
3. Enter the supplier's Name, plus a Contact name, Email, Phone and Notes if you want them.
4. Save.

Suppliers can't be deleted. If you stop using one, switch off Active — turn on Show inactive to see them again.

Create a purchase order

1. Go to Products & Stock → Purchase Orders and click New PO.
2. Choose the Supplier.
3. Add a Reference if you like — your own PO number, or the supplier's order reference.
4. Under Add a product, search by name, SKU or barcode and pick each product you're ordering.
5. For each line, set the Quantity and check the Unit cost. The unit cost is filled in from the product's cost price; if a product doesn't have one yet, you'll need to enter it.
6. Add any Notes, then click Save as draft.

💡 A PO can't be edited once it's saved. If you need to change it, cancel it and create a new one.

Send it to the supplier

Open the order from the list. There are two ways to send it:

• Print PDF opens a printable purchase order in a new tab. It shows your logo, the supplier's details, your delivery address, each product with its SKU, barcode, quantity and unit cost, the order total and your notes, plus lines to sign and date. Print it from there, or save it as a PDF to attach to an email.
• Export CSV downloads the same order as a spreadsheet file, if your supplier prefers that.

TelosGym doesn't email suppliers for you.

💡 A draft order prints with a red Draft — not yet sent label, and a cancelled one with Cancelled, so a printout can't be mistaken for a live order. Once you click Mark as ordered, the label disappears.

The delivery address on the PDF comes from Settings → Locations — your default location if you have more than one — so check its address and postcode are filled in.

When you've placed the order, click Mark as ordered.

Receive a delivery

When the stock arrives:

1. Open the order and click Receive.
2. Check the Received now column. It's filled in with everything still outstanding — change any line to what actually arrived, or set it to 0 if that item hasn't come yet.
3. Click Receive.

The stock goes straight onto each product, logged as Goods in with the PO number. Each product's cost price is also updated to the unit cost on the order, so your margins stay accurate.

If only part of the order arrived, the PO becomes Partially received. Open it again and click Receive when the rest turns up.

⚠️ You can only receive stock once an order is marked as ordered — not while it's still a draft.

You can also receive deliveries on your phone by scanning the products — see Using the TG Stock app on your phone.

Order statuses

• Draft: Saved, but not sent to the supplier yet.
• Ordered: Placed with the supplier, waiting for delivery.
• Partially received: Some of the stock has arrived.
• Received: Everything has arrived and been booked in.
• Cancelled: Cancelled — no stock was received.

Use the status buttons above the list to filter orders. You can Cancel order while it's a draft or ordered, but not once any stock has been received against it.