What this page is for
This page raises a purchase order: a commitment to buy stock, for one store, from one or more suppliers. Each line names its own supplier, so one order can cover several suppliers at once. It is saved as a draft first; submit it when ready, and someone else approves it, which issues one document per supplier named on it.
The same page edits a draft you saved earlier, or an order a purchase request was converted into. Once an order is approved, its lines are fixed — a price that moves before delivery is handled on the invoice instead, never by repricing the order.
Only people whose role can manage purchasing see this page.
Before you start
- The supplier must exist, and should already quote a price for what you are buying — leave a line's price, pack, unit and tax mode on From supplier price to pick up today's quoted price automatically.
- To raise an order from a store's request, open the approved purchase request and press Convert to order instead of starting here.
Fields
Receiving store
Which store the goods are for. Required, and fixed once the order is saved.
Example: Westlands kitchen
Notes
Anything about the order as a whole. Optional.
Example: Deliver before 7am on Tuesday
Supplier
Which supplier this line is bought from. Each line has its own supplier, so one order can span several.
Example: Ndahiro Farm
Item
Which item's variant this line orders.
Example: Beef (steak cut) — Per kg
Ordered
How much to order, in the supplier's own pack.
Example: 50
Unit price
The price per pack. Leave it on From supplier price to use what the supplier currently quotes; type a figure only where this order agrees a one-off price.
Example: From supplier price
Discount %
A discount off this line, if the supplier has agreed one. 0 if none.
Example: 0
Pack size
How many stock units are in one of the supplier's packs. Leave on From supplier price unless you are overriding the price.
Example: From supplier price
Bought by the
The unit the supplier sells in. Leave on From supplier price unless overriding.
Example: From supplier price
Prices quoted
Whether this line's price is before or including VAT (value added tax). Leave on From supplier price unless overriding.
Example: From supplier price
Line note
Anything about this particular line. Optional.
Example: Ask for the usual cuts
How to…
How to raise an order
- Go to Purchasing → Purchase orders and press Raise order.
- Choose the Receiving store and add Notes if useful.
- For each line, choose the Supplier and Item, and the Ordered quantity. Leave price, pack, unit and tax mode on From supplier price unless this order agrees something different.
- Press Raise order, then Submit for approval on its own page.
How to add another line
Press Add line, or the trash icon on a line to remove it.
Worked examples
Butchery that also roasts meat
Mama Njeri's Butchery orders beef for the week. Receiving store Shop counter. One line: Supplier
Ndahiro Farm, Item Beef (steak cut) — Per kg, Ordered 80, price, pack, unit and tax mode left
on From supplier price to use what was agreed on the latest price change.
Supermarket
Tumaini Supermarket raises one order covering two suppliers at once: a line for
Jogoo Maize Meal — 2 kg packet from Nakuru Wholesale Mart, Ordered 240, and a second line for
Blue Band Margarine — 500g from a different supplier, each keeping its own price, pack and tax
mode from that supplier's own quote.