A purchase status records progress, not stock availability
Import purchasing crosses approval, supplier fulfillment, shipping, arrival, receiving and settlement. Wholety's purchase order states record those milestones. The stock available to sell comes from warehouse receiving and sales reservations, so an arrival milestone should not be used as a substitute for an inventory quantity.
Follow the approval and fulfillment sequence
| Stage | What to inspect | What it tells you |
|---|---|---|
| Applied / draft | Supplier, products, quantities and purchase prices | The proposed purchase is recorded |
| Pending approval | The submitted order and approver role | Approval is still required |
| Approved, then Ordered | Approval outcome and creator confirmation | The order can enter fulfillment |
| Shipping and arrival | Shipping records, container details and milestone information | Progress of the shipment recorded by staff |
| Stock-in | Warehouse receipts linked to the purchase | Goods have been entered into physical stock |
| Settled | Confirmed freight allocation and purchase cost | Upstream cost is ready for dependent sales settlement |
The purchase manual and order-status reference provide the exact application state labels and codes. A shipment may have several shipping records, so also inspect the relevant container rather than relying on a single order-level milestone.
Handle a partial arrival without changing the ordered quantity
Suppose a supplier order contains 100 units but the warehouse first receives 40. Keep the original order for 100 units and record a purchase stock-in for the 40 units that arrived. Record another receiving batch when the remaining goods arrive.
Do not edit the purchase quantity down to 40 merely to match the first delivery. That would mix the commitment with the receiving event. The manual explains that the order reaches the fully Stocked in milestone when receiving is complete; the physical stock records reflect the quantities actually received in each batch.
Before promising goods to a merchant, check available stock as well. Some of the 40 received units may already be reserved by confirmed sales orders. See available versus physical inventory for a worked example.
Separate settlement from supplier payment
Supply settlement confirms purchase costs, including the freight allocated from shipping information, and writes them back to stock cost. Supplier payment registration is a finance operation that records money paid. The distinction matters when staff see a payment record and assume the purchase cost is already settled.
Sales settlement requires the linked supply purchase to be settled. If a sale has shipped but cannot settle, inspect the upstream purchase cost confirmation rather than changing the delivery milestone to work around the dependency.
Recover a purchase draft after a lost response
The dashboard retains a new purchase draft’s creation reference and original content before sending it. After a lost response or page reload, choose Find created order. Open the current saved order when found; only a confirmed missing result allows continuing the original creation. A connected Agent can follow the same contract through MCP. Repeating the same original request returns the same order and goods, while changed content cannot reuse the reference.
This recovery applies to the draft creation. Shipping, actual receiving, payments and historical imports have their own operations and need separate reconciliation. Read the purchase recovery guide before continuing a migration.
Investigate a stalled order
- Check the current state and the next permitted action in the manual.
- Confirm that the appropriate role can approve or perform the action.
- Review the order's shipping records and actual warehouse receipts.
- For partial receiving, compare ordered units with recorded stock-in batches.
- For settlement issues, inspect allocated freight and upstream cost confirmation.
Use the warehouse receiving manual for stock-in steps and purchase order management for importers to evaluate the end-to-end product workflow.