Run this weekly, or whenever the Low stock counter on Inventory climbs. A purchase order stays a draft until the shipment is received, and receiving it updates stock automatically.
Before you start
- Each product has a low-stock threshold (Low-stock threshold in the product’s details).
- Each supplier lists the products they supply (Products supplied on the supplier). Suggestions only come from that list.
Steps
- Tap Inventory and note the Low stock and Out of stock counters on the Stock tab.
- Tap Purchase Orders, then New Purchase Order.
- Pick the supplier.
- Tap Suggest reorder from low stock. Every product of that supplier at or below its threshold is added with a suggested quantity.
- Edit quantities and unit costs as needed, or add more products by hand.
- Tap Save Draft. The order appears in the list with status Draft.
- Send the order to the supplier the way you normally do (phone, message). The app does not send it.
- When the goods arrive, open the order from the list and tap Receive Shipment. The lines are pre-filled.
- Adjust quantities to what actually arrived, add Expiry date per line, and tap Confirm Receipt.
Check it worked
- The order now shows status Received and a Received date.
- On Inventory → Stock, the products left the Low stock list.
If something goes wrong
| Problem | What to do |
|---|---|
| This supplier has no products currently at or below their reorder point. | Nothing from this supplier is low. Check the product’s threshold, or add lines manually. |
| Suggestions are only available while the line list is empty. | Remove the lines you added, tap Suggest reorder from low stock, then add extras afterwards. |
| This purchase order has already been received. | A received order cannot be received twice. Create a new order or use Receive a shipment for extra goods. |
| You cannot open Purchase Orders | It needs a manager or admin. Cashiers see the tile locked. |