Learn how to manage suppliers, create purchase orders, receive goods with auto stock updates, and track purchasing costs.
The Purchasing module lets you manage the buy-side of your business. Register suppliers, create purchase orders (POs), and receive goods — all from the Management Portal. When you receive goods against a PO, stock is automatically updated in the destination outlet. Cost prices from POs feed into your COGS and profit reports.
The building blocks of purchasing management
Register your suppliers with contact info, address, and notes. Each PO is linked to a supplier for tracking and reporting.
💡 Example:
Supplier: "PT Indofood" — Phone: 021-xxx, Address: Jakarta, Notes: minimum order 50 cartons
Create POs to order products from suppliers. Each PO lists products with quantities, UOM, and cost prices. POs track the expected delivery and total cost.
💡 Example:
PO-001 to PT Indofood: 100 cartons Indomie @ Rp 95,000 + 50 cartons Supermie @ Rp 85,000 = Total Rp 13,750,000
When goods arrive, receive them against the PO. You can receive the full order or partial quantities. Received quantities automatically update outlet stock.
💡 Example:
PO-001 ordered 100 cartons, but only 80 arrived — receive 80 now, remaining 20 later (partial receiving)
Track PO lifecycle from draft to completed. Statuses include: Draft, Ordered, Partially Received, and Completed.
💡 Example:
PO-001: Draft → Ordered (sent to supplier) → Partially Received (80/100) → Completed (100/100)
Step-by-step guide in the Management Portal
Go to Purchasing → Suppliers → Add Supplier. Enter supplier name, phone, email, address, and any notes about order terms or minimums.
Go to Purchasing → click "New Purchase Order". Select the supplier and the destination outlet where goods will be received.
Search and add products to the PO. For each item, specify quantity, UOM, and cost price per unit. The system auto-calculates line totals.
When goods arrive, open the PO and click "Receive". Enter the received quantity for each item. Stock is automatically added to the outlet inventory.
View all POs with filters for status, supplier, and date range. Click any PO to see full details including items, received quantities, and costs.
Auto stock updates and cost tracking
When you receive goods against a PO, the system automatically adds the received quantity to the destination outlet's stock. Quantities are converted to base UOM before updating.
Stock Update
Received quantity is converted to base UOM and added to outlet stock. A stock movement is recorded with type "Purchase Receipt".
Weighted Average Cost (WAC)
When goods are received, the system automatically recalculates the product's cost price using the Weighted Average Cost formula: (existing stock × old cost + received qty × PO cost) ÷ total stock. This ensures your cost price reflects the blended average across all purchases. Every cost change is logged in the Cost Price History with the old price, new price, source (PO receive or manual edit), and who made the change.
Partial receiving is supported — you don't have to receive everything at once. The PO remains open until all items are fully received or manually completed.
PO data is visible across the management ecosystem
All purchase orders with status badges, supplier names, dates, and totals. Filter by status, supplier, or date range.
Full PO breakdown with line items, quantities, prices, received quantities, and remaining balance.
All registered suppliers with contact info. Click to see all POs from that supplier.
Stock movements show "Purchase Receipt" entries when goods are received, creating a clear audit trail.
Track total purchasing spend by supplier, product, and time period. Feeds into COGS and P&L reports.
View the complete cost price change history for any product variant. Each entry shows old cost, new cost, source (PO receive or manual edit), PO reference link, and who made the change. WAC is automatically calculated on every PO receive.
Get the most out of purchasing management
Maintain accurate supplier contact details and notes. Include order minimums, lead times, and payment terms in the notes field for quick reference when creating POs.
If goods arrive in batches, receive each batch separately. The PO tracks what's been received vs outstanding, giving you a clear picture of pending deliveries.
Always enter the actual cost price in POs. This data feeds into COGS calculations and profit reports. Inaccurate costs lead to misleading margin analysis.
Periodically review PO history to identify spending patterns, compare supplier prices, and negotiate better deals based on purchase volume data.
Yes. When you receive goods against a PO, the received quantity is automatically added to the destination outlet's stock. A stock movement record is created for the audit trail.
Yes. You can receive any quantity up to the ordered amount. The PO status updates to "Partially Received" until everything is received.
When you receive goods against a PO, the system recalculates the product's cost price using Weighted Average Cost (WAC). The formula blends your existing stock cost with the new PO cost, weighted by quantity. Every change is logged in the Cost Price History for full audit traceability. For partial receives, WAC is recalculated per batch using only the actual quantity received.
You can edit POs in Draft status. Once goods start being received, the PO is locked to maintain data integrity.
Yes. Go to Purchasing → Suppliers, click on a supplier to see all their associated purchase orders with status and totals.
Log in to the portal and start creating purchase orders. Track suppliers, costs, and stock updates in one place.
