Purchases, vendors and delivery notes: from running low to a paid supplier.
Spot what is running low, send the purchase order, record the vendor’s bill and pay it, in full or in parts. Every dollar spent on stock lands in your profit and loss.
Free plan. No credit card needed.
What are purchases in Bills and Books?
It is the buying side of your shop. Vendors sit in one list beside your customers, and every purchase order, vendor bill and payment is kept against them.
Record the vendor’s bill and stock goes up. Pay it and the due goes down. Your accountant sees the cost in profit and loss.
- Vendor listEvery supplier in one list, beside your customers.
- Purchase ordersRaise one and send it to the vendor.
- Purchase invoicesRecord the vendor’s bill and stock goes up.
- Supplier paymentsPay in full or in parts.
- Vendor duesSee what you owe each vendor.
- Returns to suppliersSend back what you cannot sell.
- Units and costStorage units, usage units and cost per item.
- Delivery notesFor goods that leave the shop before the bill.
How purchases work
Five steps, from the low stock list to your profit and loss.
Spot it
Pasta is on the low stock list.
Order it
Raise a purchase order and send it to your vendor.
Receive it
Record the vendor’s bill when the goods arrive. Stock goes up.
Pay it
Record what you paid, in full or in parts.
See it
The cost lands in profit and loss on its own.
Your vendor’s side, your buyer’s side and yours
Paper for the people you buy from and sell to, and one record for you.
A clear purchase order
The vendor gets the items and quantities you need.
A delivery note with the goods
When goods leave before the bill, a delivery note goes with them.
Every dollar you spend on stock
Purchase orders, vendor bills, payments and dues, all in one record.
What you can set
Everything on the buying side, in one table.
| Setting | What it does, and the options |
|---|---|
| Vendors | A profile for each supplier, linked to their purchase orders and your stock. |
| Purchase orders | Items and quantities, sent to the vendor. |
| Purchase invoices | The vendor’s bill. Recording it adds the goods to stock. |
| Supplier payments | In full or in parts, against the vendor’s bill. |
| Vendor dues | What you owe each vendor, kept up to date as you pay. |
| Returns to suppliers | Send goods back and keep the count right. |
| Units and cost | A storage unit and a usage unit for each item, with its cost per item. |
| Low stock list | Shows what to buy next, from the alert levels you set. |
| Stock counts | Count what is on the shelf and correct the system. |
| Delivery notes | For goods that leave the shop before the bill. |
| Price lists | Different prices for different buyers, such as wholesale and retail. |
| Profit and loss | Purchase costs land there on their own. |
How it plays out in a real shop
Three ordinary weeks, with made-up names and numbers.
Oil before the shelf is empty
Sunflower oil is down to 18. PO 311 goes out for 120 bottles, stock rises to 138, and $300 is paid now with $204 left to pay.
Pasta, ordered and paid
Pasta hits 6 packs. PO 208 brings 60 more for $189 paid in full. Stock is 66 and the vendor is owed nothing.
Goods out before the bill
A hotel takes 10 bags of rice in the morning. A delivery note goes with the van, and the bill follows when the order is final.
Edge cases and limits
What happens when buying does not go to plan.
| When | What happens |
|---|---|
| You pay half now | Record a part payment. The vendor due shows what is left. |
| Goods arrive damaged | Return them to the supplier and keep the count right. |
| Goods leave before the bill | Send a delivery note with them, and bill later. |
| You forget what to reorder | The low stock list shows it, from the alert levels you set. |
| Your accountant asks for costs | Purchases are in profit and loss, and every report downloads as a CSV. |
Who uses purchases and vendors
Shops that buy stock often, from more than one supplier.
Wholesale
Bulk buying from distributors, delivery notes to trade buyers.Ordrio for wholesaleGrocery and supermarkets
Purchase orders to distributors before the shelf is empty.Ordrio for groceryCatering
Rice, oil and vegetables tracked by vendor.Ordrio for caterersRestaurants
Kitchen stock bought from vendors and used by recipes.Ordrio for restaurantsPurchases with the rest of Ordrio
What you buy feeds your stock and your books.
On every plan, Free included
Vendors, purchases and delivery notes are part of Bills and Books, which is on every plan.
Compare every plan on the pricing pagePurchase and vendor questions, answered
Yes. Raise a purchase order with the items and quantities and send it to the vendor.
Yes. Record the vendor’s bill and the goods are added to stock.
Yes. Record each payment and the vendor due shows what is left.
Yes. Vendor dues show what you owe each supplier.
Yes. Returns to suppliers keep the stock count right.
A note that goes with goods that leave the shop before the bill. The bill follows later.
Yes. Purchase costs land in profit and loss on their own.
Yes. Price lists keep separate prices for wholesale and retail buyers.
Yes. Vendors, purchases and delivery notes are part of Bills and Books, on every plan including Free.