Purchase orders and supplier deliveries

All plans

Purchasing keeps a venue’s supplier orders and the deliveries received against them. It works locally, including when the internet is unavailable. An order records what you asked for; receiving records what actually arrived.

Turn Purchasing on

In Settings → Modules, enable Inventory, then Purchasing. Set up the stock units you buy in Inventory, including their measures and pack sizes. Check the venue’s currency, buyer name and delivery address before issuing an order.

The signed-in person needs permission to view Purchasing. Managing suppliers and orders needs purchasing write access; receiving and reversing deliveries needs inventory write access. Costs are visible only to staff allowed to see catalog costs.

Add a supplier and draft an order

Open Purchasing → New supplier. Enter the supplier’s name and contact details, and any country-qualified business identifiers. An archived supplier stays in the history but is unavailable for new orders.

Choose New purchase order, select the supplier and add the stock units, quantities and any quoted costs. Check the supplier’s item reference and whether a price is per stock unit or per pack. A missing cost stays unknown; it does not become zero.

Save the draft, review it, then choose Issue order. Issuing fixes the supplier, buyer, delivery address and line details for that order. Later edits to those records do not rewrite an issued order.

From an order to stock on hand

1. 1Draft the supplier order
2. 2Review and issue
3. 3Receive what arrived
4. 4Review the outstanding quantities

Send the order

Open Preview document to preview, save a PDF or print. Issuing an order does not send it to the supplier automatically.

To email an issued order, configure the Email module in Settings and enable purchase-order emails. Choose Email purchase order and review the recipient. A queued email waits for connectivity; check the outbox for its delivery result.

Receive a delivery

Select the issued order and choose Receive. Enter only what arrived, using packs and loose units as appropriate. Record the delivery reference, actual cost if known, and the lot or expiry details requested by your Inventory settings.

A partial delivery leaves the remainder outstanding. Receiving updates Inventory and the purchase order together. You cannot receive more than the outstanding quantity through this screen.

If a receipt was entered incorrectly, choose Reverse delivery on that delivery. This reverses the recorded stock movement and restores its quantities to the order’s undelivered balance. It is a correction to your records, not a supplier return or a refund.

Finish an order

Cancel an unwanted draft. For an issued order, choose Close outstanding balance and give a reason when no more goods are expected. Closing preserves the receipts and shows any undelivered balance. It does not remove stock or mark a supplier invoice paid.

A purchase order, a delivery, a supplier invoice and a payment are separate records. Supplier invoice matching and payment tracking are not part of the current Purchasing screen.

Several terminals or venues

Terminals joined to the same venue share its purchase orders and stock. Record a delivery once, from one terminal. Another independent venue has its own stock records.

Local Purchasing remains local when you pair a backoffice. Pairing does not upload existing suppliers or orders, and does not turn on central purchasing.

Central supplier management, purchase requests, approval and allocations across locations are planned. That connection will require explicit setup for the buying organisation, destination venue and the stock it is allowed to receive. Until it is available, manage each venue’s orders locally and reconcile supplier invoices in your accounting system.