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Purchasing lets a branch order ingredients from a supplier, get the order approved, and then book the delivered quantities back into stock. Every step is recorded, so you always know what was ordered, what arrived, and what it cost.
Purchasing is part of the Procurement capability. If you don’t see a Purchase Orders entry under Inventory, it isn’t enabled for your business yet — ask your klikit contact to switch it on.

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The purchase order lifecycle

A purchase order (PO) moves through a fixed set of states so approvals and receiving stay controlled and auditable.
1

Draft

Create the PO: pick the supplier, add line items (ingredient, quantity, unit, unit price), and an optional note. The total is calculated for you. A PO number is assigned automatically.
2

Submitted

Send the draft for approval. A submitted PO is read-only for the person who raised it.
3

Approved

A manager approves the PO. Only approved POs can proceed to receiving.
4

Received

When the delivery arrives, record the quantities actually received. Stock goes up and the movement is written to the ledger.
5

Closed

Close the PO once everything is received and reconciled. Closed and cancelled POs stay on record for audit.

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Create a purchase order

  1. Go to Inventory → Purchase Orders and choose New purchase order.
  2. Pick the branch the stock is for and the supplier.
  3. Add each ingredient as a line item with its quantity, unit, and unit price.
  4. Save Draft to keep editing, or Save & Submit to send it straight for approval.
Pre-fill from suggestion looks at what’s below its reorder point (or, for a commissary supplier, recent consumption) and drafts the line items for you. Review the quantities before submitting.

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Approve

A manager opens the submitted PO and chooses Approve (or Cancel while it is still Draft/Submitted). Approval records who approved it and when.

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Receive the goods

When the delivery arrives, open the approved PO and record what actually turned up — per line, the received quantity can differ from what was ordered.
  • Received quantities are added to branch stock as a stock-in movement.
  • The order-vs-received difference is captured so short or over deliveries are visible.
  • The PO moves to Received; Close it once you’re done.
Behind the scenes, receiving is handled through a delivery document so external purchases and internal commissary transfers share one consistent receiving screen. You don’t need to create anything extra — approving an external PO prepares its delivery automatically, ready to receive.

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Suppliers

Suppliers are managed under Inventory → Suppliers. A supplier can be an ordinary external vendor, or an internal commissary branch that supplies other branches — see Commissary & transfers.

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Where each part lives

klikit dashboard (cloud)

Create, submit, approve, receive, and close purchase orders; manage suppliers.

Next: production

Turn received raw materials into finished goods with production runs.