# 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.

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Last updated: 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.

## Avant de commencer

- 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

## Étapes

### 1. Define the supplier {#adim-1}

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.

### 2. Link the product to a supplier {#adim-2}

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.

### 3. Raise a purchase order {#adim-3}

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.

### 4. Send the order to the supplier {#adim-4}

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.

### 5. Receive the goods — this is where stock increases {#adim-5}

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.

### 6. Let minimum stock suggest the reorder {#adim-6}

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.

### 7. Use the reports to see who keeps their word {#adim-7}

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.

## Conseils

### 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.

## Questions fréquentes

### 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.