Order from suppliers and receive against the order.
Write the order once, mark it ordered, and when the boxes arrive, receive what came in. Stock and costs update from the same record.
Reordering from memory costs money
Orders go out by message and live in a chat history. When the delivery comes, nobody checks it against what was ordered, a short shipment is paid in full, and the unit cost on the invoice never reaches your margins.
Weeks later you are trying to work out which supplier still owes you three cartons and why the cost of a best seller looks wrong.
How purchase orders work in Timeo
Suppliers sit in one list with a contact name, email, phone and address. A purchase order names the supplier, the store it is for and an expected date, then lists variants with a quantity and unit cost, with the subtotal and total worked out as you go.
Orders move from Draft to Ordered when you send them. When stock arrives, enter the received quantity per line; a short delivery leaves the order partly received with the remaining quantity shown, and each receipt adds stock to that store with the purchase order as its reference.
Once goods are in, Record as expense books the received cost as a supplies expense linked to the order, so your reports carry the real cost of what you bought.
Raise your first purchase order
- In More features (Settings > Features), turn Starter mode off and switch on Inventory & supply chain.
- Open Inventory > Suppliers, press New supplier and fill in Name, Contact name, Email and Phone.
- Open Inventory > Purchase orders, press New purchase order, pick the Supplier, Location and Expected at date, use Add line for each variant, then Save as draft.
- Send the order to the supplier yourself, then press Mark as ordered.
- When the delivery arrives, enter Receive qty on each line and press Receive; press Record as expense when you want the cost in your books.
What shoppers notice
Shoppers see shelves that are restocked on time. Because each delivery is received against an order, short shipments are caught at the door instead of discovered when a customer asks for an item that never arrived.
Staff can also answer when a missing size is due, because the open order and its Expected at date sit right in the system.
Questions
Does Timeo send the order to my supplier?
No. You send it your usual way, then mark it as ordered in Timeo so the order and its expected date are tracked.
What if only part of the delivery arrives?
Enter what came in. The order shows as partly received with the remaining quantity, and you receive the rest when it arrives.
Does receiving update stock automatically?
Yes. Each received quantity is added to the store on the order and logged with the purchase order as its reference.
Can I record the cost as an expense?
Yes. Record as expense books the received cost as a supplies expense linked to that purchase order.
Can I cancel an order?
Yes. An order that is not fully received can be cancelled with Cancel PO.