Included from Pro
Purchasing
Purchasing keeps your suppliers in one list and sends them purchase orders as a link. The supplier opens the link, accepts the order and gives a delivery date and their reference, without changing your quantities. With Warehouse on, you receive the order straight into a bin. You can also record an order you placed by phone or e-mail, and receive goods that came without an order.
See it in one minute.
What it does.
Vendors page
Keep each supplier’s name, e-mail, phone, company and notes, search them, and see the total you owe to vendors, with a bar chart of what you owe each one, largest first.
A page for each vendor
Each vendor’s page shows their contact details, purchase orders, linked expenses and bills, payments made and balance owed, and you can mark a bill paid from there.
Import suppliers from CSV
Bring in an existing supplier list from a CSV file.
Create a purchase order
Pick a supplier, add items with quantities, units and unit costs, and add a note. Item names are suggested from your stock list, and the order total is shown.
Record an order by hand
For an order you placed by phone, e-mail or in person. Add the order date and the supplier's order or document number. Nothing is sent to the supplier: the order is marked Manual / not sent and is received like any other.
Reorder list (with Warehouse)
Items put on the list from Warehouse are grouped by supplier, each with on hand, a suggested quantity and the warehouse to deliver to. The suggestion is the item's reorder quantity, or else enough to reach twice its reorder point. Change the quantity, unit cost, warehouse or supplier, then «Create orders» makes and sends one purchase order per supplier and warehouse, after one confirmation. Items without a supplier stay on the list until you choose one; ordered items leave it. Receiving such an order opens on a bin in its warehouse.
You decide if prices are shown
A switch in Settings decides whether the supplier sees your unit costs and the order total. It is off by default, so the supplier sees items and quantities only.
Supplier acceptance page
The supplier gets a link to a page showing the items, and accepts with a delivery date, their invoice reference, delivery details and a note. They cannot change your quantities.
Sent by e-mail or by link
The order is e-mailed to the supplier when they have an e-mail address and your e-mail sending is set up; otherwise Flow shows the link for you to copy and send. Team members can send purchase orders only when you switch on «Send to supplier» for them in Team.
Order status at a glance
Each order shows Sent or Accepted, the delivery date, the supplier's reference and their delivery note.
Links expire
A purchase order link stops working after 21 days.
Receive into a bin (with Warehouse)
With Warehouse on, receive an order into a chosen bin, with lot and expiry for tracked items, and note the supplier's delivery note number, invoice number and the date received. The receipt is booked in the movement ledger against the order. Team members who can edit Purchasing can receive goods too.
Receive without an order (with Warehouse)
Goods that came without a purchase order go straight into a bin from the supplier's delivery note and/or invoice number, with the unit cost, and lot and expiry for tracked items. The items must already exist in Warehouse.
Supplier invoice on the receipt (with Warehouse)
Enter the supplier’s invoice on the goods receipt: net amount, VAT % and VAT amount (filled in from quantity × unit cost), with VAT, zero-rated, exempt or EU acquisition of goods, and whether it is paid. Or choose «Invoice follows later» and add it from the Receipts tab. Stock you buy is booked as stock, not as an expense. Its VAT counts in «VAT to pay» on the Home screen, and with Accounting it posts Inventory and VAT reclaimable against the supplier.
Receipts and document search
With Warehouse on, the Receipts tab lists everything you received, with or without an order, with its document numbers. Search orders and receipts by order number, the supplier's number, delivery note, invoice number, supplier or item.
Part deliveries
Receive what arrived now and use Receive rest when the remainder comes.
Real screens.
From the app, using a demo company.
Price.
Prices exclude VAT. See all CySo prices.
Included
Included in the Pro and Teams plans at no extra cost. Receiving into bins needs the Warehouse add-on. E-mailing orders needs your own e-mail (SMTP) sending set up.
Works well with.
Try Purchasing in CySo Flow.
Start on the free plan and switch modules on from inside the app.