Suppliers & Procurement
Manage where your products come from. Track suppliers, create purchase orders, and know what you owe.
What You Can Do
- Add and manage supplier profiles
- Create purchase orders
- Receive stock from suppliers
- Track what you owe to suppliers
- Record supplier payments
- See purchase history per supplier
Adding Suppliers
Go to Suppliers → Add Supplier
Supplier Info
- Company Name — Supplier business name
- Contact Person — Who you talk to
- Phone — Contact number
- Email — For orders and communication
- Address — Their location
Payment Terms
- Payment Terms — Days to pay (0 = cash, 30 = net 30)
- Notes — Any special arrangements
Creating Purchase Orders
Purchase orders help you track what you're ordering from suppliers.
- Go to Purchase Orders → New Order
- Select supplier
- Add products:
- Search or scan products
- Enter quantities
- Enter cost prices (may differ from default)
- Review total
- Tap Create Order
Order Status
DraftOrderedPartialReceivedCancelled
Receiving Stock
When products arrive from a supplier:
From Purchase Order
- Go to the purchase order
- Tap Receive
- Enter quantities received (may be partial)
- Tap Confirm
Quick Receive (No PO)
- Go to Inventory → Receive Stock
- Select supplier (optional)
- Add products and quantities
- Enter costs
- Tap Receive
Stock levels update immediately after receiving. The products are ready to sell.
Supplier Payments
Track what you owe and record payments:
View Outstanding
Go to Suppliers → Payables
| Supplier | Owed | Due Date |
|---|---|---|
| ABC Distributors | RWF 150,000 | Mar 25 |
| XYZ Wholesale | RWF 85,000 | Apr 1 |
Recording Payment
- Go to supplier profile or Payables
- Tap Record Payment
- Enter amount paid
- Select payment method
- Add reference number (optional)
- Tap Save
Supplier Profile
Each supplier profile shows:
Summary
- Total purchased (lifetime)
- Number of orders
- Current balance owed
- Last order date
History
- All purchase orders
- All payments made
- Products supplied
- Price history
Linking Products to Suppliers
Track which suppliers provide which products:
- Go to product details
- In Supplier section, tap Add Supplier
- Select supplier
- Enter supplier's price for this product
- Enter supplier's SKU (if different from yours)
A product can have multiple suppliers. This helps you compare prices and choose the best option when reordering.
Procurement Reports
Find these in Reports → Procurement:
Purchase Summary
Total purchases by period.
Supplier Comparison
Compare spending across suppliers.
Payables Aging
Outstanding balances by due date.
Payment History
All supplier payments made.