Suppliers, supplies & purchase orders

Three words carry your purchasing: Suppliers (who you buy from), Supplies (the delivery bills that raise stock), and Orders (the purchase orders you send before goods arrive). They link together — order first, confirm the delivery, and the supply appears with stock already raised. This guide walks the full loop with screenshots.

Step 1 — Add a supplier

Create each vendor once, before their first delivery, so every receipt, cost, and unpaid balance stays under the right name.

1. Step 01Open Suppliers in the dashboard and tap New supplier.
2. Step 02Enter the legal / display name, contact phone and email — the phone doubles as the WhatsApp number for orders.
3. Step 03Add a VAT / tax ID if you have one; Kiosk uses it to match existing vendors so you never create duplicates.
4. Step 04Set credit terms (e.g. 30 days) and a credit limit when they sell to you on account.
5. Step 05Save. If they trade on the marketplace, you can also import the vendor plus their catalogue in one step.

Step 2 — Link products to the supplier

• Linked products form the supplier’s shelf: the exact list you see when ordering and when receiving.
• From the supplier profile, add each product they supply (with their SKU and your last cost).
• Or link while creating a product — the New product drawer has a Supplier field.
• Links carry cost and stock hints, so a New supply and an Order open pre-filled with sensible prices.

Step 3 — Order stock (purchase orders)

Order is a till-style screen built around the supplier’s shelf: pick the vendor, tap the products you need, set quantities, and send.

1. Step 01Open Order from the dashboard sidebar.
2. Step 02Pick the supplier — their linked products load as tiles with cost and low-stock badges.
3. Step 03Tap products to add them; use +/− to set quantities. Search and family chips keep big catalogues fast.
4. Step 04Review the slip on the right, then choose: Save & WhatsApp sends the order to their number, Save only stores the PO, and Ticket copies a shareable order link.
5. Step 05Saving creates a purchase order (PO) with its own number — the supplier sees it on the portal when they are connected, or in the WhatsApp message you send.

Step 4 — Confirm the delivery

When the goods arrive, Confirm on the order screen turns the PO into a supply: it posts a goods receipt, creates a supplier bill, and raises stock for every line you received.

1. Step 01Open the order and tap Confirm (or visit Order → Confirm).
2. Step 02Select the open order — its lines list what was ordered and what is still outstanding.
3. Step 03Check the boxes and adjust the quantities to what actually arrived (short deliveries happen).
4. Step 04Tap Confirm selected → supply. Stock rises automatically and the bill lands in Supplies.

Step 5 — Record a walk-in supply

No order was placed? Record the delivery directly. New supply accepts linked products or ad-hoc lines, so you can receive even items you never linked.

1. Step 01Open Supplies and tap New supply.
2. Step 02Pick the supplier, the receiving branch, and the delivery date.
3. Step 03Add lines: product (search the catalogue), quantity received, and unit cost from the invoice.
4. Step 04Add extras like freight or tax if they belong on the bill, then Post.

Step 6 — Manage supplies and pay

Supplies is your vendor ledger: every receipt with its total, what you have paid, and what is still open. The strip on top summarises the whole picture.

1. Step 01Filter with the chips — Today, 7 days, 30 days, All, Unpaid — or jump straight to Pay open for anything outstanding.
2. Step 02Pay settles one bill; Pay all clears every open invoice for that supplier in one go.
3. Step 03Use Deposit to prepay a supplier wallet; the credit applies automatically when they next bring supplies.
4. Step 04Open AP aging to see balances by age across every vendor, and pay from there when month-end comes.