Suppliers and purchase orders: create, send, receive in part, and pay

A purchase order moves through clear stages — draft → sent → confirmed → partial/received — and each stage books only what belongs to it.

Steps

1. Open "Buy". For a new supplier: "New supplier", enter the "Supplier name", "Phone number", "Location" and "Payment terms", then "Save supplier".
2. Press "Purchase order", then "Choose a supplier" and "Add product" from the supplier's catalogue (or "Add another product manually"), and enter the "Qty" and "Unit cost" per line, and a "Discount" if any.
3. Choose the "Payment method": "Cash", "Credit" or "Transfer", an "Advance" if you paid part, and the "Suggested delivery date".
4. "Save draft" to review later, or "Send to" the supplier by WhatsApp, phone or email; "Purchase order sent" appears. When the supplier agrees, press "Confirm".
5. When the goods arrive press "Receive": enter the "Received" quantity per line against "Ordered", and for tracked items enter the "Serials / batches" and "Expiry", then "Confirm receipt".
6. To pay later: from the supplier's page, "Pay supplier" with the amount and method; it is applied to bills oldest-first.

What happens in the books

Only at receipt: inventory debited at the cost received and payables credited (or the drawer if paid in cash). Sending and confirming book nothing. Recurring orders can be kept with "Save as template" and reused.

What the system does not do

It does not send the order to the supplier in a standard electronic format; sending is a message/file. And it does not record an opening balance for a supplier.