Order from suppliers and record goods received

Start with the record you actually need#

Purchasing records your business’s intended purchase and the goods that actually arrive. An order starts as an editable draft. A manager reviews and approves it, which assigns a readable order number and preserves the buyer, supplier, goods, price estimates and commercial terms.

After approval, record one delivery or several partial deliveries against the outstanding quantities. The order shows what was ordered, what was received and what remains. Search by number, title, supplier or reference, or filter open and overdue work.

A purchase order is not a supplier bill or a payment. A goods receipt is not a supplier tax invoice, a tax-recovery decision, proof of supplier acceptance or authority clearance. Those facts need their own supported workflows and evidence.

1. Install Purchasing within the active workspace’s app allowance.
2. Complete business, delivery-mode and staff-access setup.
3. Add or select a basic supplier contact.
4. Prepare order lines, delivery details and reviewed terms; save the draft.
5. Have an authorized manager review and approve the order.
6. Record actual deliveries and, when connected, their reviewed Inventory carrying values.

Choose the workflow during setup#

An owner or workspace administrator configures Purchasing. Confirm the actual buyer/legal name, address, email, declared business country, order currency and timezone. Then choose delivery recording, tax-estimate presentation, default terms and staff permissions.

The selected currency is a business-record currency. It is independent of the currency used to purchase an Emnaro subscription. This module does not apply subscription-price rounding to supplier orders.

Saving setup does not install another app. The connected Inventory workflow needs Inventory already installed, configured and compatible with the buyer, country and currency. Review that requirement before choosing the connection.

Settings apply to future work. Approved orders retain their original facts. Recorded deliveries retain their original processing mode. Protected identity, currency and connection changes require a controlled migration rather than rewriting history.

Country, business identity and local recordkeeping#

Choose the country that describes the actual business and transaction context. A browser location, interface language, currency preference or supplier address does not establish the buyer’s legal registration.

Purchasing produces internal commercial orders and delivery evidence. Its country field and review acknowledgement do not certify compliance, register a business, verify a supplier or submit documents to a tax authority. Keep the supplier’s original invoice, delivery and other locally required records in the appropriate supported workflows.

Review applicable local purchase documentation, retention, tax and privacy requirements for your business. Estimated tax on an order is not automatically recoverable input tax. Country-specific authority integrations and statutory invoice acceptance must be assessed separately in their actual supported scopes.

Maintain basic supplier details#

Open Suppliers to add the supplier business name, contact details, address, declared country and supplied tax or registration reference. Basic vendor contacts are shared within the active workspace; CRM is not required merely to select a supplier.

Use the supplier search when the initial option list does not show an older contact. Search results are bounded so large catalogues remain usable. Search by a more specific name, email or reference when more results are available.

An authorized preparer can edit the basic supplier contact. This updates the shared contact used by future work, while approved order snapshots remain unchanged. A stale edit is rejected; reload the latest contact and review the differences before saving again.

Recording a name or tax reference does not validate the supplier, verify bank details or authorize a payment. Keep passwords and provider credentials out of supplier notes and commercial records.

Prepare, review and approve an order#

Create a purchase order and select its supplier. Add a useful title, optional supplier/quote reference, expected delivery date, delivery address, commercial terms and internal notes. Each goods line has a description, optional supplier SKU, whole-unit quantity, exact decimal unit price, discount and optional estimated tax rate.

The on-screen estimate uses exact decimal calculations for a preview. The server validates the original inputs and calculates the saved amounts again. Invalid quantities, percentages, amounts, references and stale versions are rejected rather than silently corrected.

Saving a draft does not approve a commitment. A manager must confirm the buyer, supplier, items, prices and terms and then explicitly approve. Approval freezes those facts and assigns the order number. A later correction to approved commercial details needs a separately reviewed replacement order; approved facts cannot be silently edited.

The approved print view can be opened in a new tab and printed or saved through your browser. Printing alone is not evidence that the supplier received or accepted the order. Record an actual export or outside communication separately if you need an audit note.

Understand order estimates, discounts and tax#

Setup determines whether estimated tax is shown and whether entered supplier prices include or exclude that estimate. Line discounts and estimated tax are calculated using the currency’s actual decimal exponent. Tax and discount percentages are explicit; Emnaro does not infer a recoverable tax amount from the buyer’s country.

The order total estimates the commercial purchase. It does not create a supplier liability, customer revenue, payment, tax claim or government submission. An actual supplier bill may differ and must retain its own original source facts.

Changing a display preference does not convert the order’s currency or rewrite an approved amount. Avoid combining orders in different currencies into one unqualified monetary total.

Separate preparing, receiving and seeing money#

Owners and workspace administrators manage setup and approve, cancel or close orders. Setup separately controls team viewing, financial visibility, draft preparation and delivery recording. These choices apply to existing workspace members; they do not increase the package’s staff allowance.

A viewer can read only the work allowed by the configured viewing policy. A permitted member can prepare drafts only when granted the required financial access. Delivery access can be delegated separately. A connected Inventory delivery also needs financial access because it records reviewed carrying values.

A quantity-only standalone receiver can see permitted order and receipt quantities while monetary values and financial notes remain restricted. Hidden prices are not a substitute for server permissions: direct requests are subject to the same membership, role, licence and workspace checks.

Personal and corporate profiles remain separate workspaces. Switching profiles does not transfer supplier contacts, approvals, stock, staff grants or paid allowances. Review the active workspace before recording a delivery.

Record a full or partial delivery#

Open an approved or partially received order and choose Receive delivery. Enter the reported delivery date, supplier delivery reference and relevant notes. For each line, enter only the whole units that actually arrived. Leave lines blank when none arrived.

The delivery date is reported evidence, separate from when Emnaro recorded the transaction. In connected Inventory, the stock movement uses its actual recording time. Entering an earlier delivery date does not backdate historical weighted-average stock values.

Recording and activity times use your configured business timezone and show its zone and UTC offset. The delivery form starts with today in that timezone. Reported delivery and expected delivery dates retain the calendar date you entered.

Outstanding quantities are checked again when the delivery is saved. Repeated lines, overreceipts, a line from another order, inactive stock resources or incompatible configurations fail the whole delivery. No valid-looking first line is left recorded when a later line fails.

After a partial delivery, record another receipt for the remaining goods. Retrying the same unchanged delivery request reuses its original receipt rather than adding stock twice. If an outcome is uncertain, review delivery history before preparing a different request.

1. Check the order number and outstanding quantities.
2. Enter the actual reported delivery date and supplier delivery reference.
3. Enter received whole-unit quantities; omit goods that did not arrive.
4. For connected stock, confirm each actual Inventory item, destination warehouse and total carrying value.
5. Review and explicitly confirm the delivery.
6. Check the receipt history and remaining order progress.

Connect deliveries to canonical Inventory#

The optional Inventory connection uses the existing canonical warehouse ledger. A saved receipt line points to its actual stock movement; it does not create a second Purchasing stock counter. Compatible connected POS and Ecommerce availability sees the resulting canonical balances.

Match the physical goods to the correct active Inventory item and choose their actual receiving warehouse. A supplier description or SKU does not prove that two different goods are the same stock identity. Search the item catalogue when an item is not in the initial list.

An order’s receipt mode is preserved. Connecting Inventory later does not replay old standalone receipts. Adopting previously held goods needs an explicit reviewed stock migration or count, so those quantities are not counted twice.

Installed Purchasing with a retained Inventory workflow keeps that prerequisite. Disabling an app preserves historical records; it does not release stock, reverse financial history or transfer records to another profile.

Review actual carrying values separately#

For each connected receipt line, enter the total carrying value for the units being received, in the order/Inventory currency. This is the total for that receipt line, not the unit price. Use the business’s reviewed cost policy and original evidence.

The order estimate may include discounts and estimated supplier tax. It is a comparison point, not an automatic carrying-cost decision. Emnaro does not assume tax is recoverable, allocate freight automatically or decide ownership under every commercial contract.

A nonzero connected receipt can create the existing Inventory cost-review event. An authorized accounting manager reviews recognition separately using the configured accounting connection. Purchasing does not create a second receipt journal, supplier bill or payment.

Cancel, close a remainder or correct a mistake#

A manager may cancel a draft or approved order only before any delivery has been recorded. Enter a clear reason. The record remains visible with its cancellation history.

After a partial delivery, a manager may close the unreceived remainder with a reason. This does not subtract previously received stock, edit supplier bills, record a refund or imply that the supplier agreed to the closure.

Recorded delivery lines and stock movements cannot be deleted to hide a mistake. Review the original receipt and use the documented Inventory adjustment and Accounting correction workflows where applicable. A generic stock issue is not a supplier return; a true return/credit needs its own supported workflow.

If a draft or contact changed in another tab, keep your entered work while opening the latest version in a new tab. Compare the changes, then reapply your intended changes to the current version. Do not repeatedly submit an obsolete version or change a request identifier merely to bypass an uncertain outcome.

Record outside communication accurately#

For approved history, a manager can record that an order was printed/exported or that a team member communicated outside Emnaro by email, phone or another method. Record who acted, the relevant reference and what actually occurred.

This action saves evidence only. It does not send an email, verify delivery, confirm supplier acceptance or execute payment. Do not mark an order received merely because you sent it to the supplier.

Use Purchasing in the demo#

The demo supports the same documented order and receipt workflows with disposable records. Use fictional suppliers and goods. Its account lifetime remains the configured demo expiry; enabling Purchasing or switching profiles does not extend it.

External payment and messaging effects remain sandboxed or unavailable. An approved demo order, stock receipt or accounting review does not create a production entitlement or validate an authority integration. Data is purged after demo expiry.