Purchase orders and receiving stock
For managers. A purchase order records what you’ve ordered from a supplier. Receiving it adds the stock and updates the products’ cost, so profit reports stay accurate.
Create a purchase order
Section titled “Create a purchase order”- Go to Purchases and select New Purchase Order.
- Choose the Supplier.
- For each product: pick it under Product, enter the Qty and the Unit Cost (KES) you’re paying. Add Line adds another.
- Add Notes if needed, and select Save as Draft.
It gets a number such as PO-0163 and the status Draft.
Send it
Section titled “Send it”When the order is placed with the supplier, select Send on its row. Its status becomes Sent. This only records that it was sent; it doesn’t email the supplier.
Receive the stock
Section titled “Receive the stock”When the delivery arrives:
- Select Receive on the order’s row.
- In Receive Now, enter how many of each line actually arrived. Ordered and Received show what was ordered and what’s already been received.
- For a serial-tracked product, enter the serial numbers of the units received.
- Select Confirm Receipt.
Receiving:
- adds the stock straight away;
- updates each product’s cost to the average of what you had and what arrived, weighted by quantity. For example, 195 on hand at KES 3,722.84 plus 6 received at KES 3,500 makes the cost KES 3,716.18.
A delivery can come in parts. Receive what arrived now, and the order shows Partially Received until the rest comes; then Received. You can’t receive more than was ordered.
Cancel an order
Section titled “Cancel an order”Select Cancel on a draft or sent order and confirm. It can’t be sent or received against any more, and this can’t be undone. An order that’s started receiving can’t be cancelled.