Documentation

Purchase orders and suppliers

For the buyer. Everything here ends in two things the factory cares about: stock goes up, and what you owe is recorded.

Last updated: 4 November 2026

Add a supplier

Open Suppliers Master and add the supplier's name, contact and details. You will pick from this list when raising POs.

See what needs buying

Low-Stock Alerts lists items at or below their reorder level. Send an item to Purchase and it appears in the buyer's requisition list. Dismiss requisitions you do not need.

Raise a purchase order

  1. Open Purchase Orders and choose Generate New PO.
  2. Choose the supplier.
  3. Add rows: the material or packing item and the quantity and rate.
  4. Save. The PO number is generated automatically.

Receive the material

  1. When goods arrive, open the PO and choose Deliver & QR.
  2. Confirm the quantities and record how you are paying: paid in full, part-paid or pending, and the mode.
  3. Click Confirm Receipt & Print QR. Stock goes up.
  4. Print the sticker or download the QR as an image and stick it on the lot.

Marking the same PO delivered twice is blocked.

Supplier payment

The amount you record at delivery is posted to Accounts as an outflow. If the supplier is on credit, the pending amount stays visible on the PO.

Common mistakes

  • Receiving before checking quantity. Fix the row before confirming.
  • Raising a PO for an item not in the master. Add the item first, or use the quick-add button inside the PO form.