Purchase orders and suppliers
A purchase order is the list you send a supplier when you restock. Paybrain suggests what to reorder and how many, groups the order by supplier, emails it, and adds the delivery to stock when it arrives.
Purchase orders are on the web and in the Paybrain app:
| Where | How to get there |
|---|---|
| The web | paybrain.io/pos/purchase-orders, or Purchase orders on the Point of sale page |
| The Paybrain app | POS tab → Purchase orders |
Suggestions only cover products with inventory tracking turned on.
Add your suppliers
Suppliers are who you buy from. Add them first so orders group themselves.
- On the web: tap Suppliers on the Purchase orders page.
- In the Paybrain app: tap Suppliers on the Purchase orders screen.
- On the Register: tap Suppliers at the top of Products.
| Field | What it's for |
|---|---|
| Name | The supplier's name |
| Contact, Email, Phone | Who to reach. The email is filled in for you when you send an order. |
| Lead time (days) | How long they usually take from order to delivery. Suggestions use it to decide when to reorder. |
| Notes | Anything else, like your account number |
Then open each product and pick its Supplier. Archiving a supplier removes it from your list. Products tagged with it keep their history.
Create a purchase order
Start a new order
On the web, tap New purchase order. In the app, tap New. You can also start from the Start a purchase order button in a low-stock email.
Pick what to reorder
What to reorder lists what's out, low or about to run out, marked Out, Low or Soon. Each line shows what's on hand, how many sold in the last 28 days and the suggested quantity. Tick what you want, or use Select all and Clear (All in the app).
To add something that isn't suggested, search for it or scan its barcode. In the app, tap the barcode icon to scan with the camera and keep scanning shelf after shelf.
Tap Continue with N items.
Review the orders
Paybrain makes one purchase order per supplier. Change any Qty, remove lines, and pick a supplier for items that don't have one. Each line is priced at the product's Cost. Add Notes if you need to: they go on every order you save here.
Save
Tap Save purchase order, or Save N purchase orders when there's more than one supplier. Saving doesn't send anything yet.
How the suggestions work
A product is suggested when it's at or below its low-stock level, or when, at its recent rate of sales, it would run out within its supplier's lead time plus two weeks.
The suggested quantity brings stock up to enough for the supplier's lead time plus two weeks of sales, based on the last 28 days, and to at least twice your low-stock level. A product with no supplier lead time is treated as 7 days. Products set to Hidden aren't suggested.
The numbers are worked out from your sales and stock. AI writes the short summary at the top of the list. Tap Re-analyze to refresh it.
Send it to your supplier
Open the order and tap Send to supplier. The supplier's email is filled in under To. Add more addresses, write an optional Message, and tap Send. The supplier gets the order by email, and replies come to your account's email address.
Once sent, the order shows Sent. You can send it again at any time with Send again.
You can also share it another way:
- On the web: under More, choose Print or save as PDF or Export CSV.
- In the Paybrain app: tap Share as CSV.
Receive a delivery
When the order arrives, open it and tap Receive delivery. Each line starts at the quantity still due. Change any that came short, add a Note such as the invoice number or damaged items, and tap Add to stock.
What you enter is added to stock at the order's location and recorded against the purchase order number. If anything is still due, the order shows Partly received, and you can receive the rest later. Once everything is in, it shows Received.
Change or cancel an order
| Status | What you can do |
|---|---|
| Open | Edit it, receive it, or delete it if it was never sent |
| Sent | Edit it, receive it, or cancel it |
| Partly received | Receive the rest. It can't be cancelled. |
| Received | Print, export or send it again. It's kept for your records. |
| Cancelled | Print or export it. It's kept for your records. |
On the web, edit, delete and cancel are under More. Cancelling an order doesn't change your stock.