Suppliers and purchase orders

Purchasing needs Inventory. Managers do everything; kitchen staff see orders and receive deliveries; accountants see orders.

Add a supplier

1. Open Purchasing → Suppliers and add one: name, contact, phone, email, address, notes.
2. Set payment terms (days after delivery the invoice is due; 0 for cash on delivery) and lead time (days from ordering to delivery).
3. Add what they sell: a stock item in packs (a 12 l crate of milk, a 1 kg bag of coffee), the price per pack, the fewest packs they take, and their own code for it. Kripos shows what that makes one unit cost.
4. Mark one supplier preferred for an item to order it from them first.

Make a purchase order

1. Open Purchasing → Orders and start an order for a supplier and an outlet.
2. Add lines from the supplier’s price list: how many packs. Prices start at their list price.
3. Add an expected date and a note to the supplier if you like.
4. Submit it for approval. Someone who can approve (a manager) submits and approves in one step.

Once approved, the order can be printed on A4 for the supplier and received against. Orders are numbered PO-000001, PO-000002…

Receive a delivery

1. Open the approved order and receive it.
2. Each line starts at what’s still due. Change it to what arrived (part packs too: 4.8 kg of a 5 kg bag), the price if the invoice differs, and the use-by date.
3. Save. Stock goes up at the outlet and the average cost moves. The order is received, or part received until the rest comes.

Reorder below par

Purchasing → Reorder lists, for an outlet, every item whose stock plus what’s already on order is below its par, in whole packs from its preferred (or cheapest) supplier, grouped by supplier. Adjust the packs and draft an order from a group in one click.

Cancel an order

Cancel a draft or submitted order any time; an approved one needs someone who can approve. Cancelling a part-received order cancels the rest; what arrived stays in stock.