More goods arrived than I ordered — how do I book them in?

You cannot. The panel refuses a quantity above what was ordered and asks you to settle the excess with the supplier first. The right route is to agree with the supplier and then either raise a new order or, if it is still a draft, correct the quantity on the existing one.

Can I edit an order after sending it?

No. Only draft orders can be edited. If something must change after sending, cancel the order and raise a new one; it is built this way so the PDF in the supplier's hands and the record in your panel cannot drift apart.

I entered a goods receipt wrongly — can I reverse it?

A goods receipt cannot be undone, because it writes real stock. Correcting a wrong quantity means making a stock movement adjustment. That is why the panel makes you confirm exactly how many units go into which branch's stock before saving.

I deleted a supplier but it is still in the list

A supplier with purchase history is not deleted but deactivated, so you never lose the record of who a past order went to. Use the Active suppliers only filter to hide them from the list.

How to manage suppliers and purchasing

Set up suppliers, raise purchase orders and email them as PDFs, book goods into stock on arrival, and measure who keeps their lead times.

5 min de lecturaÚltima actualización: 2026-09-01

The Procurement screens hold everything about goods coming in: who you buy from, what was promised, what arrived, and what the stock is worth. The flow is always the same — define the supplier, raise a purchase order, send it, and receive the goods when they arrive, which is the moment stock increases. Do not confuse these with customer orders: the orders here are the ones you place with your suppliers.

Antes de empezar

A panel account that can see the procurement screens
Your suppliers' company details and the email address to send purchase orders to
Products with stock tracking on — receiving goods writes stock

Pasos

Las pantallas son ilustrativas; los datos de tu panel serán distintos.

Paso 1: Define the supplier
On Procurement > Suppliers click New supplier. Company name is required; Tax number, Tax office, Contact person and Address are for your bookkeeping. Two fields change how the system behaves: Email is where the purchase-order PDF is sent, and Lead time (days) is what the supplier promised — the performance report measures the actual against it.
Suppliers
New supplier
Company name
Anadolu Gıda Ltd.
Email
orders@anadolugida.com
The purchase-order PDF is sent to this address.
Payment terms
30 days net
Free text: "30 days net", "prepaid", and so on.
Lead time (days)
7
What the supplier promised. The performance report measures the actual against it.
Active
açık
New supplier — vista de ejemplo del panel
Paso 2: Link the product to a supplier
The Supply section on a product's variant page records who you buy it from and for how much. Click Link a supplier and enter the Supplier's product code, Unit cost (excl. VAT) and Minimum order quantity. A product can have several suppliers; the one you Make preferred is the one used for automatic reorder suggestions.
Supply
Who you buy this product from, and for how much.
Supplier
Anadolu Gıda Ltd.
Supplier's product code
AG-4471
Unit cost (excl. VAT)
64.50
Minimum order quantity
24
Make preferred
Supply — vista de ejemplo del panel
Paso 3: Raise a purchase order
On Procurement > Purchase Orders click New order and pick the supplier and the Delivery branch. An order goes to one address — raise two orders for two branches. Add the lines with Add product; the cost is filled in from the supplier record. A new order always starts as a Draft: the supplier has seen nothing yet, so you can edit freely.
Draft
New order
Supplier
Anadolu Gıda Ltd.
Delivery branch
Kadıköy Şubesi
An order goes to one address. Raise two orders for two branches.
Expected delivery date
18.09.2026
Supplier code Ordered Unit cost Amount
AG-4471 48 64.50 ₺ 3,096.00 ₺
AG-2210 24 112.00 ₺ 2,688.00 ₺
Cost filled in from the supplier record.
New order — vista de ejemplo del panel
Paso 4: Send the order to the supplier
When the draft is ready, click Send to supplier. The order goes to the supplier's email address as a PDF and the status becomes Sent — sent to the supplier, goods expected. If the email cannot be delivered the panel says so plainly and asks you to download the PDF and send it yourself; the order still counts as sent, so it never vanishes quietly.
Sent
Purchase Orders
AllOutstandingDrafts
Order no Supplier Ordered Received Outstanding
SAS-1042 Anadolu Gıda Ltd. 72 0 72
SAS-1039 Ege Ambalaj 500 300 200
Send to supplierDownload PDF
Order marked as sent, but the email could not be delivered. Download the PDF and send it yourself.
Purchase Orders — vista de ejemplo del panel
Paso 5: Receive the goods — this is where stock increases
When the delivery arrives, open Receive goods on the order. Lines are pre-filled with everything still outstanding; you only correct the exceptions. Enter the Waybill number and the Branch the goods arrived at, and add a Discrepancy note for anything short or damaged. This writes real stock and cannot be undone — do not enter the same delivery twice.
Receive goods
This writes real stock. Do not enter the same delivery twice.
Waybill number
A-889214
Branch the goods arrived at
Kadıköy Şubesi
Supplier code Ordered Quantity received Discrepancy note
AG-4471 48 48 —
AG-2210 24 21 3 broken, 5 missing...
Lines are pre-filled with everything still outstanding. Correct the exceptions.
Save goods receipt
Receive goods — vista de ejemplo del panel
Paso 6: Let minimum stock suggest the reorder
Reorder suggestions groups products below their minimum stock level by preferred supplier. Create draft orders produces drafts only; nothing is sent to any supplier. Products with no preferred supplier cannot be suggested, and the panel tells you how many were skipped for that reason.
Reorder suggestions
Products below their minimum stock level, grouped by preferred supplier.
Supplier Suggested quantity
Anadolu Gıda Ltd. 96
Ege Ambalaj 250
4 product(s) have no preferred supplier, so no suggestion could be made.
Create draft orders
Reorder suggestions — vista de ejemplo del panel
Paso 7: Use the reports to see who keeps their word
Procurement Reports has three tabs. Incoming Stock lists what is on its way with an approximate value and flags anything overdue. Supplier Performance puts Promised next to Actual; actual lead time is measured from when you sent the order to when the first goods arrived. Stock Value gives what the goods on hand are worth, branch by branch.
Supplier Performance
Incoming StockSupplier PerformanceStock Value
Supplier Promised Actual On time Short shipped Orders
Anadolu Gıda Ltd. 7 6 92% 3% 38
Ege Ambalaj 10 17 41% 12% 22
Actual lead time is measured from when you sent the order to when the first goods arrived.
Supplier Performance — vista de ejemplo del panel

Supplier code	Ordered	Unit cost	Amount
AG-4471	48	64.50 ₺	3,096.00 ₺
AG-2210	24	112.00 ₺	2,688.00 ₺

Order no	Supplier	Ordered	Received	Outstanding
SAS-1042	Anadolu Gıda Ltd.	72	0	72
SAS-1039	Ege Ambalaj	500	300	200

Supplier code	Ordered	Quantity received	Discrepancy note
AG-4471	48	48	—
AG-2210	24	21	3 broken, 5 missing...

Supplier	Suggested quantity
Anadolu Gıda Ltd.	96
Ege Ambalaj	250

Supplier	Promised	Actual	On time	Short shipped	Orders
Anadolu Gıda Ltd.	7	6	92%	3%	38
Ege Ambalaj	10	17	41%	12%	22

Consejos

The status names are promises — read them

Partially received means part of the order arrived and the rest is still expected. Close order says the remainder is no longer expected — it is the moment you stop chasing a short shipment. Cancelling instead removes the outstanding quantities from incoming stock.

A preferred supplier is what makes automation possible

A product can have several suppliers, but automatic reorder suggestions only use the preferred one. Mark a preferred supplier on every product where you set a minimum stock level, or that product never appears in the suggestion list at all.

Keep costs current — stock value depends on them

The Stock Value report uses each variant's purchase cost. Variants with no known cost are left out, and the count of them is printed underneath. Make updating the cost on the supplier record a habit whenever a price rises.

Preguntas frecuentes

More goods arrived than I ordered — how do I book them in?: You cannot. The panel refuses a quantity above what was ordered and asks you to settle the excess with the supplier first. The right route is to agree with the supplier and then either raise a new order or, if it is still a draft, correct the quantity on the existing one.
Can I edit an order after sending it?: No. Only draft orders can be edited. If something must change after sending, cancel the order and raise a new one; it is built this way so the PDF in the supplier's hands and the record in your panel cannot drift apart.
I entered a goods receipt wrongly — can I reverse it?: A goods receipt cannot be undone, because it writes real stock. Correcting a wrong quantity means making a stock movement adjustment. That is why the panel makes you confirm exactly how many units go into which branch's stock before saving.
I deleted a supplier but it is still in the list: A supplier with purchase history is not deleted but deactivated, so you never lose the record of who a past order went to. Use the Active suppliers only filter to hide them from the list.