Create and Open Purchase Order
Go to your Seller Assistant personal account and open Purchase orders from the sidebar menu.
Click "Create order" button. In the window that appears, select a Supplier or create a new one and confirm the creation of the Purchase order by clicking the "Confirm" button.
3. The Purchase order will open in the preview screen. You can also open an existing Purchase order in the preview screen by clicking on the Purchase order name.
Manage Purchase order
Here's what you'll see and can do on the PO preview page
Purchase order information section includes:
PO number
PO status – you can manage statuses here:
Draft – if you have changed the status from Draft to Ordered or Completed status, you cannot change it back
Ordered (shown as Sent before) – you can edit anytime
Completed – locked from edits
Canceled – locked from edits
Notes
Supplier – there is a link to Supplier profile when you can configure it
Warehouse
Owner
Created date
You can change this information by clicking on the edit icon in the action menu.
Next actions card – shown under the PO header. It lists what needs your attention on this PO, for example a failed send to prep, receiving gaps, an invoice to apply or an invoice that differs from the PO, new SKUs to list on Amazon, missing unit costs, setup gaps, or a Draft or Ordered PO with no recent changes. Click ✕ to hide a row until its data changes, or "Remind me later" to hide it for 7 days. When nothing is left, the card shows "All clear"; click "Show done" to see the finished rows.
Prep tab – shown when the PO has a prep center shipment. It shows what the prep center received, damaged or is missing for each line. See Prep Center Integration in Seller Assistant.
Progress indicator – Minimum Order Value and Free Shipping thresholds are reflected visually. The indicator changes color as thresholds are reached: red - orange - green.
Mini dashboard – you can see general information about your Purchase Order, such as:
Total Investment
Estimate Profit
ROI
Profit/Unit
Products table – lists all products in the PO with next columns:
Product
Notes
Tags – your team's tags for this product. They are the same tags you see in Price List Analyzer and Products, so a tag you add here shows there too, and the other way round. Use the tag filter above the table to show only the products with any of the selected tags
Linked SKU – a linked SKU shows as a chip. A line without a SKU shows a suggested SKU: an existing SKU to reuse, or a new one in your team's SKU format. Click ✓ to link it or create it
Supplier SKU – auto-filled if mapped in a price list, you can enter manually
Unit Cost – fetched from the price list; If added from other sources, this is set to 0. If the Price Type is Case, this is the price of a whole case, and the cost of one unit is the Unit Cost divided by Case Quantity
Quantity – entered after the item is added to the PO
Amazon Pack Qty – how many units go into one pack that you sell on Amazon. Sellable units are Quantity divided by Amazon Pack Qty, rounded down to a whole pack
Price Type – Each or Case. The Price Type, Case Quantity and Cases to Order columns appear when the Sold in Cases toggle is on in the Supplier profile, or when at least one product in the order has the Case price type
Case Quantity – units in one supplier case. It is required for the Case price type
Cases to Order – Quantity divided by Case Quantity, shown for products with the Case price type. The field warns when the value is not a whole number and does not round it
Total Cost – the cost of one unit multiplied by Quantity
Estimate profit – is calculated for the sellable units based on the Cost settings in Price List Analyzer. Click the calculator icon to view the calculations. The breakdown lists every cost applied to the product, including the Misc Fee and Misc Fee Rate from the Cost settings, which are shown as Additional expenses
- Actions – list product on Amazon or delete product
Add products to Purchase order
Click "Add product" to bring new items into your order:
Browse supplier products from all uploaded price lists – the system deduplicates and shows the latest cost of goods (COG)
If no price lists are linked, you'll see products from your team's analyzed data in the extension
Pick a view: "From [Supplier Name]" (or "Supplier offers" when the order has no supplier), "Product catalog", or one of your saved views. You can save your own views, set a default view, rename a view and delete it.
Narrow the list with the filter chips: Supplier, Tags, Like, Notes and Brand.
A product that is already on this order shows how many units are on it, for example "In PO: 12 units". Adding it again adds to the existing line instead of creating a new one.
Use the search bar (ASIN/UPC/EAN/Brand)
You can edit the Quantity and COG for each product at this stage
- If not found, select "Manual entry" to add product details (title, identifiers, optional SKU/COG) as a supplier product
You can add products directly from your Product Database or price list in the Price List Analyzer tool:
Select products and click "Add to PO" button
If your price list is not linked with a supplier, first click the "Create PO" button and select a supplier
In the opened window, check the selected products and adjust their quantity and COG if needed. Now you can add them and go to the purchase order or add them and stay on the price list page by clicking the necessary button.
In the Cost summary panel you will see:
Subtotal – sum of all product COGs in the order
Tax – input the total tax you'll pay for this order
Ship Costs – input the delivery cost for this order if it is not free
Misc (negative = credit) – input additional expenses. To record a supplier credit, enter a negative amount. The credit lowers the cost of each unit, but never below 0
Total Cost – auto-calculated as Subtotal + Tax + Shipping Costs + Misc
Tax and Ship Costs can't be negative.
The Notes section shows the most recent note with the author's name and date, and can be edited or added to directly from this view. Click "View All" to open the full note history where team members can create, edit, and delete notes.
Move products to another Purchase order
You can move products from a Draft or Ordered Purchase order to another draft of the same supplier, or to a new Purchase order. Linked SKUs stay linked.
Select the products in the Products table and click "Move to another PO".
In the "Draft PO" field, pick a draft of the same supplier, or choose "Create PO".
Click "Move".
If the other Purchase order already has a product, the quantities add up and the Unit Cost on that order is kept. Shipping, tax and misc expenses stay on the order you moved the products from.
You can't move products from a Completed or Canceled order, or move only part of a quantity. You also can't move products when either order is linked to a prep center shipment, or when the two orders are set to different marketplaces.
History of changes
Open the History tab to see who changed the Purchase order, what they changed and when, and whether the change was made in the Seller Assistant web app, through the API or through MCP. It lists changes to the status, products, quantities, costs, linked SKUs, shipping, tax, misc, order date, warehouse, marketplace, documents and imported invoices.
Documents in Purchase order
The Documents tab stores invoices, packing slips, supplier correspondence, and other files associated with the PO. Click "Add document" to upload a file. Uploaded documents are automatically classified and can be previewed, downloaded, or recategorized from the document menu.
Supported file formats: pdf, jpeg, png, webp, word (.doc, .docx), excel (.xls, .xlsx), csv, and txt.
Invoices go through an import review before being applied to the PO. The review screen compares invoice data with the existing PO and groups updates into categories:
New items
Changed items (old vs. new values),
Unchanged items
Items not found in the invoice
Items that need review.
PO costs – shipping, tax, miscellaneous are shown separately and can be reviewed individually before import.
If the invoice doesn't show shipping, tax or miscellaneous costs, they show as Not in Invoice and aren't applied. The same goes for a product line with no unit price: Unit Cost and Price Change show Not in Invoice, and the product keeps its current cost. Its quantity can still update. If the invoice shows 0, you can still apply it.
When you apply a product line:
The invoice quantity replaces the quantity on the PO line.
A line with the Case price type stays Case. If the invoice shows a price per unit, the case price is saved: the unit price multiplied by Case Quantity.
If Seller Assistant cannot tell whether the invoice price is per unit or per case, the line is not selected. Check it against the invoice and select it yourself.
Check the invoice PDF before you apply the changes.
After review, the invoice is marked Applied or Dismissed.
You can change the status of a finished Purchase order, recalculate it, and export it in PDF or Excel.
The PDF for your supplier has Qty, Price and Total columns:
An Each line shows the number of units and the price per unit.
A Case line shows the number of cases, the total number of units, and the price per case.
Qty multiplied by Price equals the line Total. The summary shows Misc when it is not 0. The Excel file has Price, Price Type and Case Qty columns. Both files show the order date, or the date the PO was created if it has no order date.
As a final step, you can list all your products on Amazon directly from PO by clicking the "List on Amazon" button. For new SKUs, it opens the Lister with the PO marketplace and the defaults from Settings > SKUs & listings.
Do it with AI
Connect Seller Assistant MCP in Claude or ChatGPT (Business and higher), then ask in chat:
"Create a purchase order for [supplier] from the leads of my price list [name or ID]."
"Here is the order file from [supplier] - create a purchase order from it." Attach the supplier PDF, Excel or CSV.
"Edit purchase order [PO number] - add [ASIN] x[qty] at $[cost]."
Confirm before any purchase order is created or changed. You can also ask to "Mark purchase order [PO ID] as sent."
Setup: How to connect MCP Server to Claude, How to connect MCP Server to ChatGPT. More prompts: Prompts for Seller Assistant MCP.