Purchases

Add your suppliers, order stock with a purchase order, and follow the order until the goods are received.

You do this in the Web admin, under Inventory > Suppliers and Inventory > Purchase Orders.

Two ways to bring stock in

Use	When
Purchase order, then GRN (from PO)	You order in advance and check the delivery against the order. The purchase order itself does not change stock. Stock is added when you receive the order on a goods received note.
Direct Receipt	You bought goods without ordering them in the system first. See Direct Receipts.

Suppliers

A purchase order needs a supplier. Suppliers are listed under Inventory > Suppliers.

Add a supplier

Open the form

Go to Inventory > Suppliers and click Add New Supplier.
Type the name

Name is the only required field. Leave Supplier code blank to have one generated from the name.
Add the details you have
Contact person, phone, email and address are optional. Under Business details:
- Supplier type: Goods - delivers stock, Services only - no stock, or Goods and services. A services-only supplier does not appear on purchase orders or receipts. You can still enter bills for them.
- Payment terms (days): the number of days after the bill date that payment is due. If you leave it blank, 30 days is used.
- Tax ID / VAT number and Website.
Enter what you already owe

If you owed this supplier money before you started using Suvaiq, type it under Opening balance in Amount owed and set the As of date. It is recorded as a bill to pay, not as a purchase. Leave it blank if nothing is owed.
Save

Click Create supplier.

Change or deactivate a supplier

In the Suppliers list, use the icons at the end of the row: Statement, Edit, Deactivate (or Activate) and Delete.

The edit page shows the Outstanding balance for the supplier, with Pay Bills when something is owed.
Statement lists the supplier's bills, credit notes and payments for a period with a running balance. You can print it.
An inactive supplier cannot be used on new purchase orders.

Bills and payments are explained in Supplier Bills.

Create a purchase order

The New Purchase Order form with Order Information at the top and two lines under Order Items — The New Purchase Order form: Order Information, then Order Items with the product search box and the order totals

Open the form

Go to Inventory > Purchase Orders and click Create New Order.
Fill in Order Information

Choose the Supplier and the Receiving Warehouse. Both are required. Choose the supplier before you add items, so the last price you paid that supplier can be filled in.

Order Date starts as today and Expected Delivery as seven days later. Supplier Reference (a quote or reference number) and Notes are optional. Shipping Cost is added to the order total and Order Discount is taken off it. The order number is generated when you save.
Add the items
Under Order Items, type at least two letters of a product code or name in the search box and click the product. You can also use the arrow keys and press Enter. Each pick adds a line with a quantity of 1. Picking a product that is already on the order adds 1 to its quantity.

For each line:
- Quantity and the unit next to it. The unit starts as the product's default purchase unit. Choose another of the product's units if you order by the pack or box. See Units of Measure.
- Unit Price or Line Total: type either one and the other is worked out. The price starts as the product's cost. If this supplier's recent orders include the product, the price you last paid is used and the line shows "last paid" with the date and order number.
- Click the bin icon to remove a line.
Save

Click Create Purchase Order. The order opens on its details page.

A new purchase order with four lines, each ordered in the unit Pack — A purchase order with every line ordered by the Pack. The first line shows the price last paid to this supplier

Start from what is running low

On Inventory > Dashboard, the Needs ordering card has a New purchase order button. It opens the form with every product below its reorder point already added. Remove the lines you do not want and choose the supplier.

Statuses and buttons

The status is shown on the Purchase Orders list and at the top of the order. The buttons on the order's details page depend on the status.

The Purchase Orders list with order number, supplier, dates, total and a status badge on each row — The Purchase Orders list. The status badges here read Approved, PartiallyReceived and FullyReceived

Status	Meaning	Buttons on the order
Draft	Order created, not yet sent for approval	Edit, Submit, Cancel, Delete
Submitted	Waiting for approval	Approve, Cancel
Approved	Ready for receiving	Create GRN, Cancel
PartiallyReceived	Some items received	Create GRN
FullyReceived	All items received	None
Canceled	Order cancelled	None

Approval

Whether an order needs approval is set by Purchase orders require approval in Settings > Inventory > Procurement Workflow. It is off by default.

Setting	What happens
Off	A new order is Approved as soon as you create it. You can receive it straight away.
On	A new order is saved as Draft. Open it and click Submit. It becomes Submitted. Then click Approve. It becomes Approved and can be received.

The Approve button is shown to everyone who can open purchase orders, including the person who created the order.
An order created while approval was on still needs Submit and Approve after you turn the setting off.
An order with no items cannot be submitted.

Edit, cancel or delete an order

Edit is available only while the order is Draft. You can change the supplier, warehouse, dates, notes and the items. Changes to Supplier Reference, Shipping Cost and Order Discount are not saved when you edit.
When approval is off, a new order is never a Draft, so it cannot be edited. If it is wrong, cancel it and create a new one.
Cancel is available while the order is Draft, Submitted or Approved. You are asked to confirm. A cancelled order cannot be reopened.
Delete is available only while the order is Draft.
Once part of an order has been received, it can no longer be cancelled or deleted.

Receive the goods

When the delivery arrives, open the order and click Create GRN. Fill in what arrived and save. The steps are in Goods Received Notes.

After each receipt, the RECEIVED column on the order shows how much of each line has arrived, and the GRNs for the order are listed under Related Goods Received Notes. The order becomes PartiallyReceived, then FullyReceived when every line has arrived in full.

Purchase Order Details for a partially received order, with a Create GRN button and received quantities on each line — A PartiallyReceived order: each line shows 144 of 240 received, and Create GRN is still available for the rest

The Receipts, Invoices, Related Documents and Approval History cards on the order page stay empty. They are not filled in by receiving or approving.

Print an order

Open the order, click the ... button and choose Print. A printable copy opens in a new tab with a Print button. It shows the order number, status, dates, supplier, warehouse, the items with prices, and the notes.

The app does not email orders. To send an order to a supplier, print it, or save the printout as a PDF from your browser's print window. Export to PDF and Export to Excel in the same menu do not produce a file.

Buying without a purchase order

For goods you did not order in the system first, such as a market run or a delivery paid at the door, use Inventory > Direct Receipt. It adds the stock and records the payment in one form. See Direct Receipts.

Troubleshooting

The supplier is not in the list

The Supplier list leaves out suppliers whose Supplier type is Services only - no stock. Open the supplier under Inventory > Suppliers and change the type if they also deliver goods.

Create Purchase Order does nothing

The order has no items. The search box is highlighted. Add at least one product and save again.

"Order date cannot be in the future"

Set Order Date to today or an earlier date.

"Expected delivery date must be after order date"

Set Expected Delivery to the order date or later.

"Cannot submit a purchase order with no items."

Click Edit, add the items, save, then click Submit again.

"Only draft purchase orders can be edited."

The order has already been submitted or approved. Cancel it and create a new one with the corrections.

There is no Create GRN button

Create GRN appears only when the order is Approved or PartiallyReceived. A Draft order must be submitted and approved first.

Documentation