Purchase orders & receipts

What to order today

Purchases → Purchase orders opens with What to order today: the items at or below their reorder point, grouped by preferred supplier and rounded to how each supplier sells them. What you have already ordered and is still on its way is subtracted, so you do not order it twice. Select Create order on a group and adjust the quantities before sending it. Items without a preferred supplier are listed apart until you assign one.

The reorder point is set on each physical item in the catalogue.

Create and send a purchase order

A purchase order lists items, quantities and prices for one supplier. The expected delivery date is filled in with the supplier’s next delivery day after their lead time; change it if you agreed another day. If the order is below the supplier’s minimum order, Komplian warns you and shows how much is missing.

Send it in one of these ways:

• Send by email, from your connected mailbox. Connect one in Inbox → Emails if you have not yet.
• Send by WhatsApp, which opens WhatsApp with the order already written. You press send there; Komplian does not send it for you.
• Copy text to paste it wherever you usually order, then select Mark as sent.

Receive what arrives

When the goods arrive, open the order, select Receive goods and record what came in, line by line. You can receive part of an order, correct the price you were actually charged, and add the lot and use-by date. Each receipt is kept in Purchases → Receipts as the supplier’s delivery note, adds stock, updates the item’s average cost and recalculates the cost of every recipe that uses it. If any supplier prices changed with the delivery, Komplian shows them.

When part of an order is never going to arrive, select Close short. What was received stays, and the order stops waiting for the rest, so it no longer counts as on its way.

Scan a supplier delivery note

In Purchases → Receipts, select Delivery without order and then Scan delivery note, and take a photo of the supplier’s delivery note or upload its PDF. Komplian reads it and fills in the receipt for you: the supplier, their delivery note number, and one line per product with the quantity, price, lot and use-by date. Each line is matched to an item in your catalogue; when Komplian is not sure, it suggests the likely items and you choose.

Nothing is recorded until you check the lines and select Record delivery. The receipt then adds stock like any other.

Cancel a receipt

If a delivery was recorded by mistake, open it in Receipts and select Cancel delivery note. What it put into stock goes back out at the same cost, and the average cost is left as if it had never come in. The order waits again for what it had received, and the supplier’s price goes back to what it was before.

Supplier invoices

Recording supplier invoices is coming soon, together with sales invoicing. Until then, keep supplier invoices in the accounting software you already use. Your purchase orders and receipts stay in Komplian, so the amounts you received are there to check an invoice against.