Inventory · How-to
Order from suppliers and receive deliveries
Add suppliers and their prices, raise purchase orders, move them along the board, and receive what actually arrived.
Add your suppliers
Open Inventory › Purchasing. Under “Suppliers”, press “New supplier”, enter the company, a contact, a phone and an email, and press “Create supplier”.
Keep a price list
Press the price-list button on a supplier’s row. Find a product, type the “Cost per unit” — per purchase unit, such as a box — and the “Minimum order”, and press “Add”. Price lists are what let Setvos draft orders for you.
Choose a preferred supplier
When several suppliers sell one product, tick “Preferred” on the row of the one you order it from, or tick the preferred box as you add it. A product has one preferred supplier: choosing one clears the others. “Draft from low stock” orders from the preferred supplier. The bin on a row takes the product off the list, after asking.
Create a purchase order
Press “New purchase order”. Pick the supplier — the picker searches as you type, and the + beside it adds a new one — and where to “Deliver to”. Add lines with a product, quantity and unit cost, add an ETA and a carrier if you know them, then press “Create order”. It starts as a draft.
Move it along
Open the order and press “Mark ordered”, then “Mark in transit” — or drag its card across the board: Draft, Ordered, In transit, Receiving, Received. An order only moves forward.
Receive what arrived
When the delivery comes, open the order, type the quantity you counted on each line and press “Receive counted”. Stock goes up in that warehouse. A part delivery leaves the rest to receive later, and the order is Received once every line is in. A draft cannot be received — mark it ordered first — and dragging a card to Received does not receive it.
Know how packs become units
Quantities on an order are in the supplier’s units. A product with “Units per pack” of 1000 — a litre bottle counted in ml — adds 1000 to the shelf for each bottle received. Receiving also updates the product’s average cost, and sets its cost to the price just paid.
Common questions
- Can I change an order after sending it to the supplier?
Only a draft can be changed, with “Edit” on the order. A draft can also be deleted with “Delete draft”, after you confirm.
- Can I receive more than I ordered?
No. A received quantity above what is still due on a line is refused.
- Why can I not delete a supplier?
A supplier with purchase orders not yet fully received cannot be deleted. Receive those orders in full, or delete the drafts, first.
- Can I see the drafts before they are written?
Yes. When you pick the warehouse in “Draft from low stock”, Setvos shows each supplier’s lines, quantities and cost, whether they join that supplier’s open draft or start a new one, and the products nobody sells you. Nothing is written until you press the button.
- Can I handle purchase orders on the phone?
Yes. Purchasing has Draft, Ordered, In transit, Receiving and Received, each with its count. On an order, count each line as it arrives, by hand or with “Scan to receive”, which adds one to the matching line; “Receive counted” takes in only the counted lines. Suppliers have Call and Email, and each has a price list: the product, supplier SKU, cost per unit, minimum order, lead days and whether it is the preferred supplier. A new order fills each line’s cost from that list.
Read next
Get warned before you run out, and reorder in one step
Set reorder points, get the low-stock notification, and turn low stock into draft purchase orders.
Add a product or service
Create a catalogue item with its price, cost, unit, barcode and category, ready for invoices, orders and the shop.
Check stock levels and adjust them
See what each warehouse holds, what is reserved and available, correct a count, set a reorder point and read the stock ledger.
More in Inventory
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