Order from a supplier and record goods received

What it is for

A purchase order tracks what you ordered and what has already arrived. Incoming goods count in the availability used for reordering; when they arrive, the delivery recorded with the supplier’s delivery note loads stock, and the supplier’s invoice is linked to the order without loading the goods a second time.

Create the order

1. Open Purchases → Orders tab and tap New order (key N).
2. Choose the Supplier: the payment terms agreed in their record are proposed in Terms and notes.
3. Enter Requested delivery and, once the supplier confirms, Supplier confirmation no..
4. Add the Lines: for each product that supplier’s code and price (or the latest cost) are proposed; the supplier’s code is shown and can be corrected on the line.
5. Tap Save, then PDF or More → Send by email.

Record the delivery

1. From the order tap Record delivery.
2. Enter the Supplier's delivery note no. and the Date; choose the Warehouse if you have more than one.
3. The In this delivery column proposes everything still to receive: for a partial delivery change the quantities, with 0 the line stays pending. For serial-tracked products enter the serial numbers.
4. Tap Record: stock is loaded and the order becomes Partly received or Received.

With many parcels you can use More → Check with the reader: each scanned code checks off its line and you see at once what is missing and what came in excess. Recorded deliveries are in the Deliveries tab, with status To invoice or Invoiced; from a delivery you can Print labels for the goods or Cancel the delivery as long as it is not in an invoice.

Link the supplier invoice

• Record the invoice (from the order or the delivery) opens manual recording with supplier and lines already filled in: those of deliveries not yet invoiced or, if the goods did not arrive with a delivery note, what is still outstanding on the order.
• If the goods arrived with delivery notes, the invoice includes them and does not load stock again; without delivery notes the invoice itself marks the received quantities on the order.
• When you import the XML, the invoice links to the order by itself if it quotes the order number in its purchase order data.

Statuses, closing and deletion

• Statuses: To receive, Partly received, Received, Closed. The filters are To receive, Received and All; search finds by supplier, number or confirmation.
• Once goods have arrived or been invoiced the order can no longer be edited or deleted.
• More → Close the order stops waiting for missing goods; Reopen the order expects them again.
• Nanus warns if the requested delivery is before the order date and if more arrives than is still to receive.

See also

• Reorder products below minimum stock
• Ask suppliers for a quotation
• Record a supplier invoice
• Warehouse terminal: check goods with a barcode reader
• Print barcode labels