Create and receive purchase orders

A purchase order records what you asked a supplier for. It can arrive in several deliveries: whatever has not come yet stays outstanding until it arrives or you close the order.

Before you start

• Switch on Purchasing: packs (buy cartons, sell pieces) and purchase orders in Settings → Features.
• You need the right Inventory, receiving, stock-take.

Steps: create an order

1. Open Procurement → Purchase orders and go to New order.
2. Choose the supplier in pick a supplier…, or type a New supplier with a phone number.
3. Scan or type each product in Product or barcode, then the Packs or Pieces and the Unit cost. Costs start from the supplier's latest price list when one is on file, else from the product's cost.
4. Set the Expected delivery date and add a Note if you want one.
5. Select Save order.

To copy a supplier's list instead, open A supplier's CSV, paste one line per product (barcode, id or exact name; quantity, where 3p means 3 packs; cost) and select Read the list. The lines fill the order form; check them and save.

Steps: receive a delivery on the order

1. Open the order from Purchase orders. Each line shows Ordered, Received and Outstanding.
2. Go to Receive delivery.
3. In Now, type the pieces that came on each line. Leave a cost empty to use the order's cost.
4. Type the Expiry and the Batch / invoice ref. where you keep lots.
5. Select Receive what is listed. The rest stays outstanding.

Steps: finish an order

• Close order: what is still outstanding will never come. Kluvan asks you to confirm.
• Cancel order: for an order nothing has arrived on yet.
• Print: a printable order to hand or send to the supplier.

Good to know

• The list has tabs for Open, Outstanding, Closed and All. Print outstanding lists everything still to come.
• Each delivery adds stock, updates costs, creates lots where they are on, and adds the delivery's value to what you owe the supplier.
• An order marked Answer waiting has a reply from the supplier: see Send a purchase order by link.
• With Procurement switched on, the order also offers Receive with a delivery note / supplier invoice for damaged goods and invoice matching: see Receive goods and match the invoice.
• Reorder suggestions make ordinary open orders: see Reorder what runs low.