Have the supplier’s details and the quantities you want to order ready. When the delivery arrives, check it against the purchase order before confirming receipt.
Prepare the order
Choose the supplier and add the products to purchase. Use reorder suggestions as a starting point, then adjust for pack sizes, current demand, lead time, and available cash.
Send a clear purchase order
Review quantities, expected costs, branch, and delivery notes before issuing the order. The purchase order gives the supplier and receiving staff the same reference.
- Keep supplier product names or codes in the line notes when they differ from yours.
- Record the expected delivery date.
- Do not mark goods received simply because the supplier accepted the order.
Receive the actual delivery
Open the purchase order when goods arrive and enter the quantities physically received. For a partial delivery, leave the undelivered quantity open. If you ordered 20 and received 12, record 12.
Damaged or missing goods can be recorded with a note before the receipt is confirmed. Only confirmed received quantities should increase stock.
Review cost changes
Compare the supplier’s invoice with the order. Check any changed costs before confirming, and keep the supplier document for reference.