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Suppliers and purchase orders
A purchase order follows goods from the order to the shelf: what was ordered, from whom, at what price, what has been paid and what is still owed.
Suppliers
A purchase order is always addressed to a supplier. Menu Supplier purchases › Suppliers, then Add a supplier: only the name is required; phone, email, country, address and a note are optional. For a supplier abroad, start the number with the country's dialling code (+86, +90, +971…).
Archive removes a supplier from the choices offered. It is refused as long as the supplier has orders not delivered or not paid.
Creating a purchase order
- Menu Supplier purchases › Purchase orders, button New purchase order.
- Choose the supplier and the Receiving warehouse (the warehouse where the goods will arrive).
- In Ordered products, enter the quantity of each product ordered. The suggested purchase price comes from the product form; correct it if the supplier changed the price. A product also sold wholesale can be ordered by the carton.
- Enter the expected delivery date if needed. Tick Bought on credit if the supplier agrees to be paid later, with the payment deadline.
- Create purchase order.
As long as an order is neither delivered nor cancelled, it can be edited. The order can be printed with Print to hand or send to the supplier.
A purchase price of 0 (free goods) is only accepted from the primary administrator.
Payment and delivery: two separate trackings
Each order carries two independent statuses.
| Payment | Meaning |
|---|---|
| Unpaid | Nothing has been paid and the order is not declared on credit. |
| On credit | The supplier will be paid later. |
| Partly paid | Part has been paid. |
| Paid | Everything is settled. |
| Delivery | Meaning |
|---|---|
| Ordered | The order is created, the goods have not left. |
| On the way | The goods are on their way. |
| Delivered — in stock | The goods have arrived and their quantities are in stock. |
| Cancelled | The order was cancelled. |
An order marked “Unpaid” cannot move forward: pay it, in full or in part, or declare it on credit with This is a credit purchase. You can then mark it in transit and then delivered.
An order can be cancelled as long as it is not delivered and no payment has been made.
Receiving: stock entry and purchase price
When the goods arrive, open the order and click Delivered (into stock). All the quantities on the order enter the receiving warehouse, and this action is done only once: a delivered order can no longer be edited.
At the same moment, you decide what to do with the products' purchase price, when the price on the order differs from the old one:
| Choice | Effect |
|---|---|
| Replace now with the new prices | The purchase price of each product becomes the one on the order. |
| Replace later, once the old stock is sold | The old price stays while old stock remains; the new one then applies by itself. |
| Average the old stock and the new | Weighted average price: (old stock × old price + quantity received × new price) ÷ total stock. |
| Change nothing: I adjust prices myself | Nothing changes; you correct in Products & prices. |
Example of an average. There are 10 pieces left bought at 100, and you receive 30 at 120. The new purchase price is (10 × 100 + 30 × 120) ÷ 40 = 115.
The choice offered by default is set in Shop info; it can still be changed on each order.
Paying a supplier
On the order, the payment block accepts a partial or full payment. The payment comes out of today's cash and is deducted from the day's closing.
- You choose the payment method (cash, Mobile Money…). The amount cannot exceed the balance available on that method, nor what is still owed on the order.
- If the money does not come from the till (personal money, a loan), first record a contribution with Add a contribution: the money enters the till, then leaves it for the supplier. The accounts stay correct.
- If the day is already closed, no payment can leave the till that day.
- Cancel this payment puts the amount back in the cash of its day. This is impossible if that day is closed.
Supplier debts
Menu Supplier purchases › Supplier debts: the total owed, the part that is past its deadline, and the list of orders to pay per supplier, with the number of days late. The Pay button leads straight to the order's payment.
Rights required
- Supplier purchase orders (create, deliver = add to stock): create and edit orders, manage suppliers, mark as delivered.
- Pay suppliers from the till: record payments.
The two rights are separate so that one person can receive the goods without having a hand on the cash, and the other way round.
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