Receive a purchase order
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Receive a purchase order

Once your supplier or vendor sends you the stock you ordered, you can receive the order in the portal to update your on-hand amounts. Follow the instructions below to receive a purchase order from your supplier. 

Note:    If you are populating your inventory for the first time, you do not need to wait for the supplier to send you the inventory; you can receive it following these steps immediately after you create the purchase order. 

  1. From the portal’s main menu, click Inventory. 
  2. In the Inventory screen, click the Store tab. The Store tab appears, and Purchase order is the selected option on the left side of the screen. 
  3. Locate your purchase order in the list, and click on the > symbol to the right side of the screen. 
  4. In the Raised purchase order screen, do the following:
    1. Click inside the Bill no. field and enter the waybill or purchase order number from your supplier (usually printed on the waybill or invoice).
    2. Click inside the Amount paid field and enter the amount you paid for this order. 
    3. Click inside the Delivery charges field and enter any charges paid for delivery, if applicable. 
      Note:  The Total amount, Balance, and Total tax fields will automatically populate and aren’t able to be manually entered.
    4. Click inside the Note field and enter any notes applicable to the order. 
    5. Ensure the Date received field is set to the date you received the order. 
    6. Click the Status drop-down menu and select Pending. 

 

  1. For each item on the order, fill out the quantities of received items as follows:
    1. Click inside the Received field for the item and enter the quantity received. For example, if you ordered 8kg of potatoes, enter “8” in the Received field. 
    2. Click inside the Unit price and enter the unit price you paid for this item. 
    3. Click inside the Tax field and enter the total dollar amount in taxes paid for this item. 

  1. When finished populating the order with the items received, click the Save button. A confirmation popup appears indicating the purchase order has been successfully updated, then the "Inventory – Purchase order" screen reappears. 

Your "inventory on hand" amounts will be updated to reflect the new items received. The items can now be issued to kitchens for food preparation.