Store and stock
Store keeper guide, part 2: buying and receiving stock
Write a purchase order, get it approved, record what arrives against it, and receive stock that was not ordered.
By The Xenia team · · 4 min read
This is part 2 of 4 of the Xenia store keeper guide: 1. Your role, the store and your stock list · 2. Buying and receiving stock · 3. Moving stock to the bar and kitchen · 4. Counting, wastage and keeping it honest.
A purchase order
A purchase order is how the hotel asks a supplier for stock, and how it checks the delivery against what was asked. Choose New order.
Choose the Supplier and the store to Deliver to.
Set Expected on if the supplier has given a date.
Search for each item, choose it, and fill in How many, the unit In, and Price of one (₦). Choose Add another item for more.
The line at the bottom works out what the order Comes to. Choose Save draft.
A new order is only a draft: nothing is ordered until you submit it. You can Change it, Cancel the order, or choose Submit.
A big order needs a second person
An order of ₦200,000 or less is approved the moment you submit it, and goes to the supplier. An order of more than ₦200,000 shows Waiting for approval and says Submitted. Someone else has to approve it. You cannot approve your own order. A General Manager, or someone with the Inventory role, opens it under Purchase orders and chooses Approve or Reject. Once approved it is Ordered and shows who approved it.
Receive the delivery
When the supplier delivers, open the order under Purchase orders and choose Receive a delivery. Count what actually arrived before you type anything.
Arrived for each line: what came, in the unit it was ordered in. It can be less than was ordered.
Invoice cost for these: leave it empty to use the order's price. If the supplier's invoice shows a different cost for a line, type it.
Invoice or delivery note number: copy it from the supplier's paper, so the delivery can always be matched to it.
Choose Receive. Xenia records a delivery (here GRN-000002) against the order and adds the stock to the store.
If you receive less than was ordered, the order becomes Partly received and shows, for each line, how much has arrived ("100 of 120 received"). Receive a delivery is there when the rest arrives. Close short is for when the rest will not come.
Stock you did not order
Sometimes stock arrives without an order, such as a cash purchase. Choose Receive stock, then choose the store (Into), the From supplier if there is one, the Invoice or delivery note number, and each item with how many, and choose Receive. It is recorded in the same way.
Every delivery in one place
The Receipts and transfers tab lists each delivery and transfer, with its number, who made it and when.
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