Import and export purchase orders
Bring your open purchase orders into Landara from Stocky or a spreadsheet by pasting rows or uploading a CSV, and export them again in the same shape. What the quantity means, how suppliers and currencies are handled, and why completed orders stay out.
Updated 8 September 2026
If you are moving to Landara with orders already placed, whether from Stocky, another system or a spreadsheet, you do not have to retype them. Purchases → Import open orders takes rows pasted straight from a sheet or a CSV file, shows you what it understood, and creates every order in the file in one go. Export CSV gives them back in the same shape.
What to import: open orders, and only what is still to come
An open order is stock you have committed to and not yet received. Once it is in Landara, receiving against it costs the stock provisionally at the order price, so your cost of goods sold is right from the day the goods land, and the supplier invoice corrects it later. See Goods received before the invoice.
The quantity on each row is the units still to come, not the original order. A partially received order is imported as its outstanding remainder. The units you already received are on hand in Shopify and in your opening stock, and importing them again would count them twice. Put the original quantity in the notes column if you want it recorded.
Completed orders are not imported. They are history rather than a commitment, and turning them into cost layers for stock sold long ago would overstate your inventory. If you kept a Stocky export of completed orders, hold on to it; the right use of it is a better opening stock position, which is a separate step.
The file
One row per order line, with a header row first. Column names are matched loosely, so a Stocky export or your own sheet usually works without renaming anything. Rows with a blank PO number continue the order above, which is how a sheet with merged cells arrives.
| Column | Required | Notes |
|---|---|---|
| PO number | No | Your number for the order. Kept as the supplier's order number, so a scanned invoice that quotes it links itself to the order |
| Supplier | Yes | Matched by name to your supplier list, or created |
| Currency | No | The order's currency. Defaults to the supplier's, then to your books' currency |
| Expected | No | Expected arrival date, any common format |
| SKU | Yes | Your Shopify SKU |
| Supplier SKU | No | The supplier's own code for the same product |
| Description | No | |
| Quantity or Outstanding | Yes | Units still to come |
| Unit cost | No | In the order's currency. A line with no price gets no provisional cost when received |
| Deposit, Deposit date, Deposit rate | No | A deposit already paid. It is recorded only when it has a date |
| Notes | No |
Click Show an example in the dialog to see a filled-in header row.
What happens on import
- Preview. Landara shows each order it found, whether the supplier exists or will be created, the columns it used, and any SKU that is not in your Shopify store. Nothing is created yet.
- Suppliers. A new name becomes a supplier record with the order's currency as its default. An existing supplier is used as is; the import never changes its currency.
- Orders. Each is created and submitted. If approval is switched on and the order is above your threshold, it waits for an approver like any other order.
- Shopify. Each ordered line is put on a supplier transfer so the stock shows as incoming in Shopify. A SKU Shopify does not know is still created on the order; its incoming quantity is pushed once the product exists, from the order's Sync with Shopify button.
- Deposits. A deposit with a date is recorded on the order at the rate you gave. Without a date it is skipped and the preview says so; add it on the order afterwards.
A foreign-currency order with no exchange rate imports fine. Nothing needs converting until the goods arrive or a payment is recorded, and Landara asks for the rate then. See Deposits, balances and exchange rates.
Exporting
Export CSV on the Purchases list downloads your open orders (or every order, when the list is filtered to closed, received or all), one row per line, in the same column layout the import reads. Outstanding, ordered and received quantities are all included, along with the status and the supplier's order number. Send it to a supplier, keep a copy, or work on it in a sheet.
Re-importing an export creates new orders. It does not update the existing ones. Once an order has been placed it has a Shopify transfer and possibly receipts behind it, so changes go through the order page, one order at a time, where each change is recorded in the order's history.
