Purchasing
Suppliers, purchase orders, receiving, supplier bills and price files.
- Raise, send and receive a purchase order — Order stock from a supplier: create the PO, add the lines, approve it, send it, then receive the delivery and bill it.
- Other ways to raise a PO: sales orders, jobs, products and Replenishment — Raise a PO straight from a sales order, a workshop job, a product or the reorder suggestions, so only what is short gets ordered.
- Receive a purchase order — Book a delivery into stock: enter what arrived, pick the warehouse, put it away to the suggested bins and print labels. Part deliveries are fine.
- Track a supplier's delivery and delays — Record the carrier, tracking number and the date the supplier now says it arrives. A new date moves the PO, and everything waiting on it, to that date.
- Drop ship: the supplier ships straight to your customer — A drop-ship PO sends the goods from the supplier to your customer. Stock never enters your warehouse and the PO closes when the supplier ships.
- Order in the supplier's currency — A PO to an overseas supplier is priced, printed and emailed in their currency, with an exchange rate that turns it into the AUD cost your stock is received at.
- Supplier invoices, bills and payments on a PO — Record the supplier's invoice on the PO (or let AI read it), check it against what arrived, send the bill to Xero or QuickBooks, and record what you paid.
- Received, not billed: match supplier bills to deliveries — Every order where the supplier's bill doesn't match what arrived, or no bill is recorded yet, with the value of goods received but not billed.
- Suppliers: records, products and terms — Each supplier holds contacts, terms, currency and the products you buy from them with their SKU, cost, MOQ and lead time. Those links make POs and reorder suggestions fill themselves in.
- Add a supplier — Create a supplier with its contact, payment terms and lead time, then fill in currency, tax, banking and contacts on its page.
- Supplier feeds and price files — Import a supplier's spreadsheet again and again to update RRP, cost and offsite stock, create new products and fitment. Big files run on the server, and a file that arrives by email can import itself every day.
- Connect a supplier's API or BuildTrack Pro catalogue — Keep a supplier's offsite stock, prices, images and fitment current on a schedule from their API, or link to a supplier that runs BuildTrack Pro with one click.
- Return goods to a supplier — Send received stock back for a credit, a replacement or a warranty repair, ship it, and record what the supplier gave you.
- Replenishment and demand forecasting — Reorder suggestions from your sales, last year's season, lead time and minimum order, checked by AI, turned into draft POs per supplier, plus everything below its reorder point or warehouse minimum.
- Landed cost and shipment costing — Spread freight, duty and other charges across an import shipment so stock is costed at what it really cost you, then reprice to your margin.
- Charge a PO to a stock vehicle — With Dealer Management on, a purchase order or single lines of it can be charged to a stock vehicle, so the parts and work land on that vehicle's cost.
- Order from head office (franchise) — A franchise orders from head office's catalogue at its own price, sends after a price check, receives what head office dispatches and pays from the order.
- Supplier payment reminders (COD / prepaid) — A daily email digest of unpaid purchase orders for suppliers with no credit terms, plus per-order supplier invoice tracking.
- Purchasing settings and approval controls — Where every setting that changes purchasing lives: approval limit, over-receipt tolerance, payment reminders, automatic draft POs, currencies and permissions.