F-07Section A–A
Purchase orders for hardware stores, from low-stock alert to received delivery
Purchasing in Hardware Store POS covers the supplier side: alert quantities flag what is running low, purchase orders go to suppliers, deliveries are received into a chosen location with costs, and supplier payments and returns are tracked against each supplier's pay terms.
!The problem
Where buying goes wrong in a busy store
- 1Fast movers run out on Saturday because nobody noticed on Wednesday.
- 2Slow movers get re-ordered out of habit and turn into dead stock.
- 3Supplier invoices and what was actually delivered don't match.
- 4Costs change on every delivery, so margins drift unless costs are updated.
4 stepsSet-up sequence
How purchasing & suppliers is set up
Set alert quantities
Give each item a reorder point; the low-stock report lists everything at or below it.
Raise the order
Create a purchase order to the supplier with units and costs.
Receive the delivery
Receive into the store or the yard, update costs, and print labels for the new stock.
Pay or return
Pay against the supplier's terms, or record a purchase return for damaged goods.
T-01Test rig
Test rig: when should this reorder?
Move the sliders for daily sales, supplier lead time and safety stock and see the alert quantity to set on the item.
Set on the item
Simulation for illustration; the live software screens differ in layout.
⚠Field notes
Buying tips
Set alerts on the top 20%
Start with the fast movers; they cause most stock-outs.
Receive what arrived, not what was ordered
Short deliveries happen; receive the real quantity.
Update costs on receipt
Margin reports are only right if costs follow the latest invoice.
Use the yard as a location
Receive bulk goods into the yard and transfer to the store as needed.
BOMParts list · the settings involved
What you can set for purchasing & suppliers
| No. | Setting | What it does at the counter |
|---|---|---|
| F-07.01 | Alert quantity | Per item reorder point used by the stock alert report. |
| F-07.02 | Purchase order | Order to a supplier before receiving goods. |
| F-07.03 | Purchase | Receiving the goods: quantities, unit, cost, location, tax. |
| F-07.04 | Supplier pay term | Due date for what you owe each supplier. |
| F-07.05 | Purchase return | Return goods to a supplier and adjust stock and balance. |
| F-07.06 | Stock adjustment | Write off damage, theft or count differences with a reason. |
Parts that fit with this one
Q&ASheet set · FAQ
Purchasing & suppliers: questions owners ask
- Can I raise purchase orders to suppliers?
- Yes. Create a purchase order, then receive it as a purchase when the goods arrive.
- How do I know what to reorder?
- Set an alert quantity on each item. The stock alert report lists items at or below their alert quantity, by location.
- Can I receive goods into the yard instead of the store?
- Yes. Each purchase is received into a location you choose, so bulk goods can go straight to the yard.
- Does it track what I owe suppliers?
- Yes. Suppliers have pay terms and a balance; purchases are due, part paid or paid, and you can record payments against them.
- Can I return goods to a supplier?
- Yes. A purchase return reduces stock and the amount owed to the supplier.
- Can I buy in cartons and sell singles?
- Yes. Receive in the pack unit and sell in the base unit; see units of measure.
- Do costs update when supplier prices change?
- The cost on each purchase line is recorded, and you can update the item's default purchase price so margins stay accurate.
- Can I print labels for a delivery?
- Yes. Load the purchase into the label screen to label every received line.
See purchasing & suppliers with your own items
Send a few rows of your item file and we set this feature up for your store on a live demo. Or start the trial and try it straight away.
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