Suppliers, purchase orders and receiving
Add suppliers, create purchase orders, send them, receive part or all of a delivery, and correct an over-received quantity.
Add suppliers and the products you buy from them
The Suppliers page keeps each supplier's contact details, order minimum and document details, and shows what is still waiting to arrive. Add product links an ingredient to that supplier with the order unit, how many stock units it contains, the purchase price, minimum order quantity and delivery days, and can make the supplier the preferred one for that product.
Steps
- Choose Add supplier and enter the name, phone or email
- Enter an order minimum if there is oneIt warns you when a purchase order or cart is still below it.
- Choose Add product on the supplier, then pick the ingredient, order unit, conversion and price
- Tick preferred supplier if you usually buy it from them
Good to know
- Switch a supplier off when you stop buying from them; old purchase orders stay.
- Phone and email are shown only to people allowed to see supplier details; adding or editing needs inventory management access.
Create a purchase order
On Purchase orders & receiving, choose New purchase order, pick the receiving branch and supplier, and add ingredients with quantity, order unit and unit price. A new order starts as Draft, which can still be edited.
Steps
- Choose New purchase order and check the receiving branch
- Pick the supplier (required)
- Add ingredients, quantity, order unit and unit priceWhen you order by the case or pack, enter how many stock units one order unit holds.
- Check the total against the supplier minimum, then choose Create PO
Good to know
- Lines can be edited only while the order is a draft.
- Only a draft or partially received order can be cancelled, and a cancelled order cannot be restored.
- You are warned when a price is above the 30-day average or the preferred supplier is cheaper.
Order from supplier price lists with a cart
Order products lists every item that has a supplier price, with stock on hand, a below-reorder-point badge and a suggested quantity to reach the target. Add items to the cart and the system creates one purchase order per supplier, each starting as a draft.
Steps
- Pick the receiving branch
- Search, or filter by category, supplier or Preferred onlyAdd all below-reorder items puts everything that needs ordering into the cart at once.
- Choose pack size and quantity, and check each supplier's minimum in the cart
- Choose Create purchase orders and confirmThen send or receive them on the purchase orders page.
Good to know
- Items without a linked supplier and price cannot be ordered here; link them on the Suppliers page first.
Approve and send a purchase order
When the store uses purchase order approval, choose Submit for approval before sending or receiving. Orders below the threshold are approved automatically; orders at or above it wait for an approver who is not the creator or submitter. Then choose Send to supplier; when no automatic channel is set up, it is recorded as sent manually instead.
Steps
- Open the order and choose Submit for approval (only when approval is on)
- The approver chooses Approve or Reject with a reasonA rejected order can be returned to editing and submitted again.
- Choose Send to supplier or Record as sent
Good to know
- The approval threshold is set on Settings › Approvals.
- Without approval, an order can be sent or received right after it is created.
Receive goods: part or all of a delivery
When the delivery arrives, choose Receive on the order. Each line starts at the quantity still to come; change only what arrived short, then choose Confirm receipt. Stock at the branch goes up at once. Every delivery gets its own receipt, and the order stays Partially received until every line has arrived, then becomes Received.
Steps
- Open the order and choose Receive
- Use All arrived or Not arrived, or type the quantity that came for each line
- Enter the actual unit price if it differs from the order (optional)
- If the store tracks lots, enter the lot code and expiry date (optional)
- Choose Confirm receiptWhat is still missing can be received on a later delivery.
Good to know
- You cannot receive more than is outstanding, and a cancelled or fully received order takes no more receipts.
- The received price becomes the ingredient's cost and feeds the average cost when moving-average costing is on.
- A received price far above the 30-day average shows a warning but does not block the receipt.
- With approval on, only approved orders can be received.
Correct an over-received quantity
A saved receipt is never edited or deleted. If you entered more than actually arrived, choose Correct quantity on that line in the receipt history, enter the amount to take off and a reason. A separate correction is recorded and that amount comes off stock.
Steps
- Open the order and scroll to Receipt history
- Choose Correct quantity on the line that was over-entered
- Enter the amount to take off and a reason, then choose Save correction
Good to know
- It is refused when that stock has already been used or the correction would take stock below zero.
- A fully received order goes back to Partially received so the missing part can still be received.
See how each supplier performs
The Supplier scorecard (a button on the Suppliers page) sums up each supplier over the chosen period: the share of orders delivered on time and in full, short items, items returned after receiving, disputed invoices, what was received, and the latest price against the previous one and the 90-day average. Choose a supplier to see its late orders and the items whose price moved most.
Steps
- Enter an Expected delivery date when you create a purchase orderWithout it, the day the supplier got the order (approved, else sent when the store does not use approval) plus the delivery days on the supplier price list is used; with neither, the order is left out of the on-time rate. The date cannot change once goods are received.
- Open Suppliers and choose Supplier scorecard
- Pick 30 / 90 / 180 days or a year, and the branch
Good to know
- In full counts only orders that are fully received, cancelled after a delivery, or past due; an order not yet due is never counted short.
- Money and prices are shown only to people allowed to see costs.
Set a monthly purchase budget
The Purchase budget page sets a monthly budget per branch, optionally split by ingredient category, and shows goods received this month plus orders still to arrive against it. When a purchase order is approved, you see whether it takes a budget over. A budget set to Warn when over still allows the approval and records it; a budget set to Block approval when over refuses it. All of an order's spend (received and still to arrive) counts in the month it was approved, so a month's Received figure includes goods that arrived in a later month against that month's orders.
Steps
- Open Inventory › Purchase budget and choose Add budget
- Pick the branch, the category (or the whole branch) and every month or only the selected month
- Enter the amount, then choose Warn when over or Block approval when over
Good to know
- Only people who can change store settings can edit budgets, and every change is recorded.
- The check happens when a purchase order is approved; without purchase order approval, follow spend against the budget on this page.
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