Feature · Purchasing
Order by the case. Receive by the bottle.
Purchase orders to your distributors, receiving against the invoice when the truck arrives, cost per bottle worked out for you, and a ledger that shows what you owe each supplier.
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Distributor · Harbor store
- Lager 12 oz · 24-case10 / 10
- Cabernet 750 ml · case 126 / 6
- Gin 1 L · case 123 / 4
- Bourbon 1.75 L · case 62 / 2
1 case short · supplier notified
The ordering loop
How purchasing works, from low stock to paid invoice
Start from the low-stock report for the store, add or remove lines, and order in the distributor’s units (cases).
Email or print the purchase order as a PDF with your store details, or read it to the sales rep from the screen.
Scan the delivery against the order. Short or damaged cases are marked, and stock goes up in bottles at the invoice cost.
Record payment against the purchase. The supplier ledger shows what is owed, paid and overdue, per distributor.
The supplier ledger, in plain words
One page per distributor: every delivery, every payment, every credit, and the balance.
| Date | Entry | Effect |
|---|---|---|
| Mon | Delivery received (PO 1042) | Balance goes up |
| Wed | Credit for 1 damaged case | Balance goes down |
| Fri | Payment, part of the balance | Balance goes down |
| Next Mon | Statement printed for the rep | Nothing to argue about |
FAQ
Purchasing questions
No. 01Can I create purchase orders for my distributors?
Yes. A purchase order lists products and quantities in the unit you buy in, usually cases, for one supplier and one store. You can send it as a PDF and receive against it when the truck arrives.
No. 02How does receiving work?
Open the order, scan or tick what arrived and enter any differences. Received stock is added to that store in bottles, and the cost per bottle is updated from the case cost on the invoice.
No. 03What is a supplier ledger?
It is a running account per supplier showing every purchase, payment and return, and the balance owed. It answers "what do we owe the beer distributor?" in one screen.
No. 04Can I record partial payments and credits?
Yes. Payments can be partial, split across purchases, and returns or credit memos reduce the balance.
No. 05Does it suggest what to reorder?
The low-stock report lists products under their alert level per store, with recent sales, so the order starts from what is actually running out.
No. 06Can I track allocated bottles?
Tag allocated products and keep them out of automatic discounts. Customer special orders can be held against a named customer account.
No. 07Do costs update automatically?
The latest received cost becomes the product cost, and profit reports use it from then on. You can choose to keep average cost instead.
No. 08Which plan includes purchasing?
Purchase orders and the supplier ledger are included from the Fifth plan. The Handle plan adds ordering across several stores.
Know what you owe every distributor.
Purchasing and the supplier ledger come with the Fifth plan. Start the trial and receive your next delivery in the system.
14-day free trial · no cardNo contract · cancel anytime
