Purchasing and suppliers

A supplier holds contact details, a Lead time, an Invoicing currency and purchase-order defaults (tax rate, payment terms, shipping) that new orders inherit. On an item’s Suppliers tab, each supplier gets its own Unit cost, Supplier's SKU, Minimum order qty, lead time and Pack size. Mark primary sets the supplier the reorder list orders from.

Import price list on a supplier updates costs from a CSV or Excel file, or from a PDF or photo read by AI (one document read). You review the changes before you apply them.

Buying in another currency (Pro)? Each receipt asks for the exchange rate, and stock stays valued in your organization’s currency.

1. 1In Purchase orders, choose New Order and pick the supplier and the receiving location. Orders are numbered PO-00001, PO-00002…
2. 2Add lines with Add Line: quantity, unit cost, discount and tax. While you add a line, InventoryFlo compares the cost with the last price you paid that supplier.
3. 3Send to Supplier emails the order to the supplier’s address, or marks it sent without an email. The email lists the lines and totals; Export PDF gives you a PDF copy.

Statuses: Draft, Needs Review (waiting for an approver after Submit for review; the creator cannot approve their own order), Sent, Partial, Received and Cancelled. Email supplier in the order’s menu sends a sent order again. Defaults for tax rate and payment terms are in Settings → Purchase order defaults.

Receiving is covered in Scan, count and receive.

Reorder List suggests what to order and explains each number. It looks at stock on hand, minus what open pick lists reserve, plus what is already on order, against your recent daily usage, the supplier’s lead time and a safety margin. Without enough sales history it falls back to the item’s low-stock level. Quantities are rounded up to the minimum order quantity and whole packs.

Generate draft POs creates one draft order per supplier (the primary supplier, otherwise the cheapest). Items with no supplier are skipped. The usage window, safety days and review period are set in Settings → Organization → Reorder suggestions.

Once a day, InventoryFlo checks every item against its Low Stock Alert level, using available stock (on hand minus reserved and quarantined). Owners and managers get an email and an in-app notification. Each person can turn these off in their notification settings.

Add Freight, Duty, Insurance or Other charges to a received purchase order and spread them by Value, Quantity or Weight. Post adds them to the cost of the received stock; the share of units already sold goes to cost of goods sold. A posted charge can be undone.

• Customer returns (RET-…): record the lines, choose Restock, Quarantine or Scrap for each, then Receive return. Quarantined stock can later be released or scrapped.
• Supplier returns (RTV-…): Ship to supplier, then Record credit as credit notes arrive, or Close without more credit.