Can I raise purchase orders to my instrument distributors?

Yes. Build a PO per supplier with model, quantity, agreed cost, and expected delivery date, then receive it against stock when the boxes arrive.

What happens when a delivery is short or damaged?

Receive partially. The outstanding lines stay open on the PO so you can chase the distributor, and damaged units can be received straight into a repair or return status.

Does receiving a PO create serial numbers?

Yes. Serialised lines prompt for one serial per unit at receiving, so each instrument enters stock with its own record and cost basis.

Can I see what I owe suppliers this month?

Yes. Open POs and received-not-invoiced totals feed the accounting reports so committed spend is visible before the invoices land.

Purchase order software

Purchase Order Software for Music Stores

Most independent shops order stock by email and hope the right boxes turn up. Music Shop Suite turns ordering into a record: a purchase order per supplier, cost agreed up front, serials captured at receiving, and backorders that stay visible until the distributor delivers.

One purchase order per supplier with agreed unit cost
Partial receiving with outstanding lines left open
Serial capture at goods-in for every serialised unit
Committed spend and received-not-invoiced totals
Supplier history so you know who actually delivers on time

Start your shop — $49/month See the dashboard

Ordering that survives a busy Saturday

A purchase order is the only reliable memory of what you agreed with a distributor. Model, quantity, cost, discount, and expected date live on the order, so nobody has to dig through a mailbox to find out what is due.

Draft, send, and confirm orders per supplier
Agreed cost and discount recorded per line
Expected delivery dates with a due-in view

Receiving that creates real inventory

Receiving against a PO writes stock straight into inventory with the correct cost basis. Serialised lines ask for one serial per unit so each instrument arrives with its own card, ready to price, photograph, and put on the floor.

Serial-per-unit capture at goods-in
Cost basis carried from the order to the item
Damaged units routed to repair or supplier return

Backorders you can actually chase

Short deliveries are normal. Outstanding lines stay open with the date they were promised, so the follow-up email writes itself and customers waiting on a special order get an honest answer.

Know what you have committed before the invoices land

Open orders and received-not-invoiced totals roll into your accounting reports, so cash planning uses committed spend rather than last month's bank balance.

See the workbench before you sign up

Inventory, pricing, lesson bookings, and instrument lending all live in the same back-office dashboard — no separate apps, no re-keying between them.

Music shop inventory dashboard listing instruments with SKU, serial number, condition, cost, price and status — InventoryEvery instrument tracked by SKU and serial with condition, cost, retail price, and live status — for sale, on hold, in repair, or sold.

Pricing and margin report showing revenue, cost of goods, gross profit and per-product markup — Pricing & marginRevenue, cost of goods, gross profit, and markup per product so you price from real numbers instead of gut feel.

Frequently asked

Can I raise purchase orders to my instrument distributors?: Yes. Build a PO per supplier with model, quantity, agreed cost, and expected delivery date, then receive it against stock when the boxes arrive.
What happens when a delivery is short or damaged?: Receive partially. The outstanding lines stay open on the PO so you can chase the distributor, and damaged units can be received straight into a repair or return status.
Does receiving a PO create serial numbers?: Yes. Serialised lines prompt for one serial per unit at receiving, so each instrument enters stock with its own record and cost basis.
Can I see what I owe suppliers this month?: Yes. Open POs and received-not-invoiced totals feed the accounting reports so committed spend is visible before the invoices land.

Keep exploring the workbench

Every part of the shop lives in one system. Follow the workflow closest to what you are trying to fix first.

Run your shop on one workbench — starting today.

$49/month, no contracts, no trial. Import your spreadsheet, invite your team, and have inventory, repairs, rentals, and lessons in one place tonight.