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Suppliers & purchasing

Keep a supplier directory, raise purchase orders, receive goods with batch and expiry capture, and settle disputes with credit and debit notes.

11 min readOwnerInventory manager

Build the supplier directory

Dashboard → Suppliers

  1. Open Dashboard → Suppliers and click Create.

  2. Fill in the Organization Name, Contact Person, Phone and Email.

    The contact person is who you call when a delivery is short.

  3. Under Delivery Items, type what they supply and press Enter after each one.

  4. Add an optional Note — delivery days, minimum order, credit terms.

  5. Click Create.

Set a preferred supplier on your items

Open an inventory item and set its Preferred supplier. That supplier is then pre-selected whenever you raise a purchase order for the item, which removes a decision from a repetitive job.

Raise a purchase order

Dashboard → Purchasing → New purchase order

  1. Open Dashboard → Purchasing and click New purchase order.

  2. Choose the supplier.

    You can leave it as No supplier for a cash purchase you still want on record.

  3. Add line items: name, quantity and unit cost.

    Link each line to an inventory item where you can — that is what lets the goods receipt raise the right stock automatically.

  4. Add notes for the supplier if needed, then click Create order.

What is checked before it saves

  • Every line needs a name.
  • Every quantity must be greater than zero.
  • No unit cost may be negative.
  • At least one line item is required.

Receive the delivery (GRN)

Dashboard → Purchasing → Record goods receipt

A goods receipt is the moment stock actually enters the branch. Record it against the purchase order rather than editing stock by hand, and your on-hand counts, costs and supplier history all stay consistent.

  1. Open Dashboard → Purchasing and select the purchase order to receive.

  2. Enter the quantity actually received on each line.

    Count what came off the van, not what the paperwork claims. Partial deliveries are normal — receive what arrived and the rest stays outstanding.

  3. For items that track expiry, enter the Batch number and Expiry date.

    This is what makes stock rotation and expiry checks possible later.

  4. Add a Reference — the supplier's delivery note or invoice number — and any note.

  5. Click Record receipt.

    Stock rises by what you received and the order's outstanding quantities fall by the same amount.

The purchasing cycle, including partial deliveriesyesnoyesno — balance outstandingnever comingStock hits its reorderlevelRaise a purchase orderSupplier, lines,quantities, unit costsDelivery arrivesCount it against theorderItem tracks expiry?Record batch number andexpiry dateRecord goods receiptReceived quantities plus areferenceStock rises;outstanding fallsEverything received?Order fully receivedShort or damaged? Raisea credit note

A short delivery is normal: receive what actually arrived, and the balance stays outstanding on the order until the rest turns up.

Read this diagram as text
  • Stock hits its reorder level → Raise a purchase order
  • Raise a purchase order → Delivery arrives
  • Delivery arrives → Count it against the order
  • Count it against the order → Item tracks expiry?
  • Item tracks expiry? → Record batch number and expiry date (yes)
  • Record batch number and expiry date → Record goods receipt
  • Item tracks expiry? → Record goods receipt (no)
  • Record goods receipt → Stock rises; outstanding falls
  • Stock rises; outstanding falls → Everything received?
  • Everything received? → Order fully received (yes)
  • Everything received? → Delivery arrives (no — balance outstanding)
  • Everything received? → Short or damaged? Raise a credit note (never coming)

Guard rails

  • You cannot receive more than the outstanding quantity on a line.
  • At least one received line is required — an empty receipt is rejected.
  • Received quantities must be greater than zero.
  • Recording a receipt needs the Manage purchasing permission.

Purchase and GRN history

The purchasing screen shows each order with its supplier, status, total and its ordered, received and outstanding quantities, plus the goods receipts recorded against it. That history is your answer when a supplier disputes what was delivered — and your evidence when you dispute their invoice.

Credit and debit notes

Dashboard → Supplier Notes

When something goes wrong after the delivery — short shipment, damaged goods, a price you did not agree to — record it as a supplier note so the paperwork matches the money.

  1. Open Dashboard → Supplier Notes and start a new note.

  2. Pick the supplier and the Type.

    Credit: the supplier owes you — returns, shortages, overcharges. Debit: you owe them — extras delivered, an undercharge.

  3. Enter the Amount, a Reference and the Reason.

    The reason is what makes this readable six months later.

  4. Optionally list the items involved with quantity and unit cost.

  5. Save the note.

Credit note, debit note, or neitheryouthe supplieryesSomething is wrongafter the deliveryWho is out of pocket?Credit noteSupplier owes you:shortage, damage,overchargeDebit noteYou owe them: extrasdelivered, underchargeDid goods physicallymove?Adjust receivedquantities or recordspoilage

Notes record money owed in either direction. If goods physically moved as well, reflect that in stock too.

Read this diagram as text
  • Something is wrong after the delivery → Who is out of pocket?
  • Who is out of pocket? → Credit note (you)
  • Who is out of pocket? → Debit note (the supplier)
  • Credit note → Did goods physically move?
  • Did goods physically move? → Adjust received quantities or record spoilage (yes)

Notes are a record, not a stock movement

A supplier note documents money owed in either direction. If goods physically went back, also reflect that in stock — through the received quantities on the goods receipt, or by recording spoilage — so the count on the shelf and the count in Wezo agree.