Suppliers & Purchasing
Overview
Once you track ingredients, you need a way to restock them. That's what this area does: keep a list of your suppliers, raise stock orders (purchase orders) to them, and receive the goods when they arrive — which tops your ingredient stock back up.
How it works
- You add each supplier as a contact record.
- You raise a stock order to a supplier listing what you need.
- When the delivery arrives, you receive the order — fully or partially.
- Receiving the goods automatically increases your ingredient stock.
Receiving an order creates ingredient stock transactions through the same movement model used by manual adjustments and inventory counts. This keeps the received quantity, transaction ledger, and current inventory count aligned.
Default setup
Bean & Brew example: order more coffee beans from their roaster.
1. Add the supplier
In Stock Control → Suppliers (/suppliers), click Create and fill in:
- Name — e.g.
City Roasters - Code, Email, Phone — optional contact details
2. Raise a stock order
In Stock Control → Stock Orders (/ingredient-orders), click Create:
- Outlet — the branch receiving the goods
- Supplier —
City Roasters(only that supplier's ingredients can be added) - Order No and Delivery date
- Items — add a row per ingredient with the quantity and unit price
3. Receive the delivery
When the goods arrive, open the order and click Receive Order. Enter the quantity that actually arrived for each item and confirm. Your ingredient stock goes up.
Rewardly blocks receiving more than the remaining ordered quantity for a line. If only some items arrive, receive the partial quantity and leave the order partially received until the rest arrives.
Advanced options
| Feature | What it does |
|---|---|
| Partial receiving | Receive part of an order now and the rest later — the order shows as partially received until complete. |
| Supplier invoice no. | Record the supplier's invoice number against the order. |
| Per-line tax | Set Has tax and a tax rate on each order line. |
| Order status | Orders move through draft → confirmed → received (or cancelled). |
| Manual ingredient transactions | In Stock Control → Ingredient Transactions (/ingredient-transactions), log stock changes that aren't sales or orders — waste, expiry, damage, transfers between outlets, or a stock-take. |
The Ingredient Transactions screen is also a full ledger: every ingredient movement, the stock before and after, the reason, and who recorded it.
For implementation details, see Ingredient Stock Architecture.
Related
- Ingredients & Recipes — what stock orders restock.
- Ingredient Stock Architecture — how stock movements are validated and recorded.
- Stock Reports — order history and ingredient movements.