Suppliers & purchase orders

Purchase orders are how stock gets into SalesPoint360 with an audit trail. Raise, send, and receive them under Purchasing → Purchase Orders.

Suppliers first

Add who you buy from under Purchasing → Vendors with contact details, payment terms, lead time, and a type (manufacturer, distributor, wholesaler, and so on). Link products to their supplier so a PO can be built from a supplier rather than assembled by hand.

Raising a PO

Create a PO, pick the supplier, and add lines by searching your catalogue. You can also add a custom line for something that is not in your catalogue — a one-off tool or a delivery charge — which is costed on the PO but never touches stock.

Set payment terms, a discount, and a reference. The PO moves through draft → submitted → confirmed → partially received → received, and drafts can be edited or deleted freely.

Sending it

Generate a branded PDF, or email the PO to the supplier with the PDF attached, straight from the PO screen.

Receiving stock

When the delivery arrives, receive against the PO and enter what actually turned up, line by line. Short deliveries are normal — the PO becomes partially received and stays open for the rest. Receiving writes a purchase movement into the inventory ledger, so the cost and the count are both explained.

Produce a GRN (goods received note) for your records, with the item summary, receipt details, and signature lines.

Returning to a supplier

Send goods back with a supplier return, which reverses the inventory movement and records the reason — so faulty stock does not silently become shrinkage.

Scanning supplier invoices

Rather than keying a long invoice, scan it. The invoice scanner reads a photo or PDF, extracts the supplier, line descriptions, SKUs, quantities, and prices, matches them against your catalogue, and offers to add anything new. Always check the extracted figures before committing.

Analysing purchasing

PO analytics shows spend by supplier, actual lead times against promised ones, and the status breakdown of open orders.

Note: your business can rename menu items (Settings → POS Configuration → Menu Labels), so the names in your menu may differ from those shown here.