Order Stock from a Supplier

What is Order Stock?

Order Stock is where you raise purchase orders with your suppliers, email them, and record what's been delivered. When you mark an order as delivered, the system automatically tops up the ingredient stock levels for you — no second screen, no manual adjustments.

Note: Order Stock is a Store-level page. Make sure you have a store selected in the switcher at the top of the sidebar before navigating to it.

Where to find it

Go to Management > Stock Control > Order Stock (with a store selected).

Before you start

You need:

• At least one supplier set up in Management > Stock Control > Suppliers (Company level)
• The ingredients you want to order, each linked to that supplier in Management > Stock Control > Ingredients
• For stock to be auto-credited on delivery, the ingredients you order must have Track Stock turned on

The order lifecycle

Every supplier order moves through four stages:

1. Draft — you've created the order but haven't saved it yet
2. Pending — saved and ready to send
3. Awaiting delivery — sent to the supplier, waiting on the goods
4. Completed — goods received and stock auto-updated

You can see the current stage on every order, including a horizontal timeline on the order page.

How to place a new order

1. Click New order on the Order Stock page.
2. Pick the supplier from the dropdown. The order email, supplier delivery days, and the supplier's ingredient list all load automatically.
3. Set the Delivery date. If the date doesn't match one of the supplier's usual delivery days, you'll see a soft warning — you can still save.
4. Enter a Reference / name for your own internal use (optional), Invoice # (optional), and a Delivery charge (optional).
5. Fill in quantities in the items table for whatever you need to order. Leave a row at 0 if you don't want that ingredient on this order — only rows with a positive quantity are sent.
6. Click Save to keep the order as Pending.

Quick shortcuts above the items table

• Reorder from last order — copies the quantities from your most recent completed order with the same supplier. Saves typing the same list every week.
• Order up to max — for ingredients with Track Stock enabled, this fills in a quantity that would bring you up to the Max stock value you set on the ingredient. Anything not tracked is left alone.

Spotting price changes

If the supplier's price on a line item differs from the cost stored on the ingredient, you'll see a small "↑ +£0.20 vs cost" hint under the price field. It's a soft warning — you can still save the order — but it's useful for catching supplier price hikes.

How to send the order to the supplier

1. Open the order (it should be in Pending).
2. Click Place order.
3. If the supplier's Order Method is set to Email, an email is sent automatically to the address on the order. The PO subject line includes the supplier account number, the PO number, and your store name.
4. The order moves to Awaiting delivery.

If the supplier's Order Method is Phone or Web, no email is sent — Place order just moves the status forward so you have a record that it's been ordered.

How to record a delivery

1. Open the order (it should be in Awaiting delivery).
2. Click Edit.
3. Adjust the Quantity on any rows where the actual delivery differs from what you ordered, and fill in the Invoice # from the supplier's paperwork.
4. Click Save.

The moment you save while the order is in Awaiting delivery, two things happen automatically:

• The order moves to Completed — you can no longer edit it.
• Each ingredient with Track Stock on gets its stock level topped up. A Purchases adjustment row is written for every line item.

Where the stock adjustment shows up

After a delivery is completed, go to Management > Stock Control > Stock Adjustment (also Store-level) and click the history icon on any of the affected ingredients. You'll see a Purchases row with the quantity you received and the date.

The Purchases row also updates the ingredient's Cost to whatever you keyed in as the supplier's price on the order, so your unit costs stay current.

Filtering past orders

The Order Stock list supports:

• Search by reference / name or invoice number
• Status filter (Draft / Pending / Awaiting delivery / Completed)
• Supplier filter
• Date range filter on the delivery date

The total count is shown on the right of the filter bar.

What gets logged

Every action — create, edit, place order, delete — is recorded in the order's Activity panel on the right-hand side of the order page, with who did it and when. You don't need to keep a separate log.

What's NOT included (yet)

These pieces of the supplier-ordering flow live elsewhere or are coming separately:

• Head Office / internal ordering — when a store orders from a central company supplier — is a separate feature with its own approval workflow.
• Partial deliveries — keying in received quantities that differ from ordered quantities and tracking the backorder — is also coming as a follow-up.
• PDF download of a purchase order — for now, the PO is sent only by email; a downloadable PDF is on the way.