Workflow: stock, from supplier to shelf
Set up a supplier and its products, decide when to reorder, raise and receive the purchase order, put the stock away, pay the bill, and keep the counts right.
Where it is
Settings for this
- Settings → Purchasing → Receiving controls — PO approval threshold, over-receipt tolerance
- Warehouse → Manage — Warehouses, bins and which bin is picked from
- Integrations → Supplier price files — Keep costs, RRP and supplier stock up to date
How stock gets from your supplier onto your shelf and stays accurate. Each step has a button to the page where you do it and a link to its full guide. In BuildTrack's Help panel, when a button takes you to a page, Back to the guide (bottom right of the screen) brings you straight back here.
1. Set up once
- The supplier: terms, currency, lead time and order email. See Add a supplier.
- The products: one at a time (Create a product) or by spreadsheet (Import and export products). Link each to its supplier with the supplier's SKU and cost, and set a reorder point.
- Supplier price files or APIs keep costs, RRP and the supplier's stock current. See Supplier feeds.
- Warehouses and bins, and which bin stock is picked from. See Warehouses and bins and Pick and put-away rules.
2. Decide what to order
Purchasing → Replenishment suggests what to buy from your sales, the season, lead times and minimums. See Replenishment. Short for a customer order or a job? Order it from there: Other ways to raise a PO.
3. Raise, approve and send the PO
See Raise, send and receive a purchase order. Large orders may need approval first: Purchasing settings. Track the supplier's delivery: Track a supplier's delivery.
4. Receive it and put it away
On the PO, or by scanning in Scan Centre → PO intake. Part deliveries are fine. Put away to the suggested bins and print labels. See Receive a purchase order and Barcodes and labels.
5. Pay the supplier
Record the supplier's invoice on the PO and send the bill to Xero or QuickBooks. See Supplier invoices, bills and payments and Received, not billed. Freight and duty on an import: Landed cost.
6. Keep the numbers right
- Count regularly: Cycle counts and stocktakes.
- Fix a level: Stock adjustments.
- Move stock between sites: Transfers.
- Something faulty: Return goods to a supplier.