Shopify's New PO Process: Merchants Speak Out & Smart Alternatives Emerge

Hey everyone,

As a Shopify expert, I spend a lot of time sifting through community forums. Recently, there's been a particularly lively – and frankly, frustrated – discussion around Shopify's new Purchase Order (PO) and Transfer process. It's clear this update has ruffled feathers, and I wanted to share insights and potential paths forward based on what I've heard.

The Community's Outcry: "It's a S***show!"

HootzBC kicked it off: "Everyone, even small stores, stop using the built in PO in Shopify, it is horrible." Replies echoed this, with Quachie calling it a "complete s***show... Extra clicks in everything." IanChing suggested Shopify's engineers need a "usability study" to understand "real stuff/situations that happen in real life."

This isn't just about extra clicks; it's a fundamental disconnect. Merchants like Central_Hobbies felt that "everything you do to manage your store is So Much More Complicated and Takes Way More Time to do." This drains precious time and resources from busy store owners.

Unpacking the Pain Points: Where Did It Go Wrong?

The community highlighted several key areas where the new PO and Transfer system falls short:

1. The PO-Transfer Disconnect

• No Visible PO Numbers: LCL333 pointed out a major flaw: "The Transfers screen doesn’t show the PO number related to the transfer until the transfer is opened." This means opening each transfer individually just to identify its PO, a huge time-waster for multiple shipments from one vendor.
• Missing Links: There's no easy way to jump from a PO directly to its corresponding transfer once it's in "transfer status," breaking the natural flow.

2. Receiving Inventory Just Got Harder

Filipe_Silva, a single-warehouse owner, eloquently described the added complexity:

"With the old system, I’d create a purchase order, mark it as ordered, and upon receipt, I’d mark the products as received directly from the purchase order—and that was it. [...] Now I create a purchase order for my supplier, which automatically creates a transfer order (totally useless), and to receive the goods I have to open the transfer order to note the products received."

The convenient button to mark an entire product as received seems gone, forcing users to click tiny arrows or manually type numbers. This is cumbersome, especially on touchscreen devices, as Filipe_Silva noted.

3. Partial Deliveries and Multi-Location Challenges

NatachaPedersen, with hundreds of suppliers and frequent partial deliveries, found tracking impossible. She had to "literally scroll up and down on the transfer page to see what products are at the bottom marked as still ‘in transit’.”

Jewel419, with three locations, speculated the change aimed to help diversify item destinations. However, even for multi-location users, the implementation seems flawed; a destination column within the PO itself would be more practical.

What Can You Do? Community-Driven Solutions & Workarounds

Given the widespread frustration, the community has looked for alternatives. Here's what I gathered:

1. Embrace Third-Party Inventory Apps

This was the loudest recommendation. HootzBC championed "Alfred Inventory Planner" for POs and Transfers, calling it "amazing" and praising the developer's responsiveness. If Shopify's system causes headaches, exploring dedicated inventory management apps is highly recommended. They often specialize in complex workflows and offer flexibility Shopify's native tools might lack.

2. Consider Custom Development for Unique Needs

EconoJam mentioned hiring a local developer for a custom app. While a significant investment, a bespoke solution can save immense time and frustration for stores with very unique or complex receiving processes.

3. Providing Feedback (Despite the Challenges)

NatachaPedersen highlighted difficulty in providing direct workflow feedback. However, it's crucial to make your voice heard. Many agents suggest logging feedback directly in the admin panel. Collective feedback is the only way to signal to Shopify that these changes are impacting businesses negatively.

4. Adapting to the New Flow (If an App Isn't an Option Yet)

If you're stuck with the new system for now, keep these points in mind, derived from community struggles:

• Be prepared for extra clicks and screen navigation between POs and Transfers.
• For multiple POs from one vendor, you'll need to open each transfer to identify its associated PO number.
• When receiving, expect manual entry or repetitive clicking due to the lack of a quick "mark all received" option.
• For partial deliveries, you'll need to scroll through transfer details to identify "in transit" items.

It's clear this update has been a significant challenge for many store owners. The sentiment of CherylA, who described it as a "cluster f***" and a move that "reeks of an arrogance," encapsulates the frustration. Shopify's goal might have been to enhance capabilities, perhaps for larger operations, but in doing so, they seem to have overlooked the needs of many merchants, especially small businesses with simpler workflows.

My takeaway is that while Shopify evolves, sometimes these evolutions create friction. The community shines during these times, sharing frustrations and recommending practical solutions. If you're struggling, you're not alone. Explore third-party apps, consider custom solutions, and keep pushing that feedback button. Your input matters in shaping the future of the platform we all rely on.