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Purchase Orders (PO)

Location: Back Office > Inventory > Supply Chain > Purchase Orders

Overview​

Purchase Orders are used to restock inventory. Typical lifecycle: Draft → Ordered → Received → Paid.

Guide 1: How to Create a Purchase Order​

  1. Initiate: Click (+) ADD PURCHASE ORDER.
  2. Basic Info:
    • Supplier: Select the vendor (e.g., Market Place).
    • Inventory (Delivery Location): e.g., Main Warehouse or Freezer Room.
    • Expected Delivery Date: When stock is expected.
  3. Add Items:
    • Select Ingredient: Search and select the item (e.g., Burger Bun).
    • Quantity: Enter the required amount (e.g., 10).
    • Cost: System auto-fills the last cost; edit if necessary.
    • Repeat via (+) Add Ingredient for multiple items.
  4. Action:
    • Save as Draft: Save without sending.
    • Place Order: Finalize and mark as Ordered (Yellow).

Guide 2: How to Receive a Purchase Order (GRN)​

  1. Locate PO: Find orders with status Ordered.
  2. Click Receive: Open the PO and click the green Receive button.
  3. Verify Details (GRN):
    • Batch Number: System generates a Batch ID (editable to match supplier).
    • Expiry Date: Mandatory for perishable stock — select the date.
    • Received Quantity: Update if supplier delivered less or more.
  4. Confirm: Click Receive Order — stock in the chosen inventory location increases immediately and PO status changes to Received (Green).

Guide 3: Managing Payments for POs​

  1. Check Payment Status: The PO table shows Unpaid or Paid.
  2. Update Payment:
    • Click the Edit Icon on the PO row.
    • Change Payment Status to Paid and select Payment Method (Cash, Bank Transfer, etc.).
    • Click Update Payment Status. The status tag becomes Paid (Green).

Notes & Best Practices​

  • Use Draft status to accumulate multiple supplier requests before sending.
  • Always capture expiry dates at GRN time for perishable items to enable batch expiry tracking.