Purchases

The purchases section is where you manage orders to your suppliers — buying the ingredients and supplies your kitchen needs. It gives you a clear record of what you have ordered, what has arrived, and whether anything was wrong with the delivery.

What a purchase order is

A purchase order is a formal request to a supplier for specific goods at agreed quantities and prices. It serves as a written record for both you and the supplier, and is important for managing costs and resolving disputes.

Creating a purchase order

Go to Purchases in the main menu and click + Create.

1. Select the supplier
2. Add the items you need:
   • Click + Add item
   • Search for an ingredient by name
   • Enter the quantity
   • The system fills in the price from your supplier agreement (you can adjust if needed)
3. Repeat for all items you need
4. Add any notes for the supplier (e.g. delivery instructions)
5. Click Save to save as a draft, or Order to mark it as sent to the supplier

tip

Use the Shopping list report to quickly see what you need to order, then create purchase orders based on it.

Purchase order statuses

Status	Meaning
Draft	Being prepared, not yet sent to the supplier
Ordered	Sent to the supplier and awaiting delivery
Partial	Some items have arrived, waiting for the rest
Received	All items have been delivered and confirmed
Closed	Order is complete and archived

Sending a purchase order

Once the order is ready:

1. Open the draft purchase order
2. Review the items and quantities
3. Click Order to mark it as sent

From here you can:

• Email — send directly to the supplier's email address
• Print — print the order to send by post or hand over in person
• Manual — mark as sent without emailing if you placed the order by phone

Receiving a delivery

When goods arrive from a supplier:

1. Open the purchase order
2. Click Receive delivery
3. Confirm the quantities received — enter the actual quantity received for each item (it may differ from what was ordered)
4. Record any deviations:
   • Wrong item delivered
   • Quantity was short or over
   • Temperature not correct (for chilled/frozen items)
   • Packaging damaged
   • Item expired or near expiry
5. Click Save

The received quantities are automatically added to your Inventory stock.

Recording deviations

When something is wrong with a delivery, record a deviation:

1. On the receipt form, click Add deviation next to the affected item
2. Select the reason (wrong item, short delivery, temperature issue, etc.)
3. Add a description of the problem
4. Click Save

Deviations create a clear audit trail and make it easy to follow up with the supplier or claim credit for items not received.

Attaching documents

You can attach the supplier's documents directly to the purchase order:

• Order confirmation — the supplier's acknowledgement that they received your order
• Delivery note — the packing list that comes with the delivery
• Supplier invoice — the bill from the supplier

Click Attach document and upload the file.

Purchase order history

All purchase orders (past and current) are stored in the system. You can filter the list by:

• Supplier
• Date range
• Status

This history helps you track spending per supplier over time and resolve any disputes about what was ordered or received.