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Managing Purchasing & Receiving in Bepoz

Introduction

Bepoz provides a complete purchasing and receiving workflow that helps you manage suppliers, raise purchase orders, receive stock, and handle supplier returns. It supports both stocked items (tracked in inventory) and non-stocked or consumable items (used for internal use or direct cost tracking).

This article covers supplier setup, stock receipt processing, returns, and best practices for managing the full purchasing cycle.

1. Supplier Setup

Before you can create purchase orders, you need to configure supplier records.

  • Go to Maintenance > Supplier

  • Add supplier details: name, ABN, contact info, and delivery terms.

💡 Supplier Ratings are used to rank suppliers based on reliability, delivery times, or pricing consistency. These are customisable and visible when selecting suppliers in orders.

 

2. Creating Purchase Orders

To raise a purchase order for stocked items:

  1. Navigate to Stock Control > Purchasing and Receiving > Click New PO.

  2. Select the supplier and receiving store.

  3. Add products to the order by code, barcode, or product group.

  4. Adjust quantities, costs, or delivery ETA if needed.

  5. Save and print or email the PO to the supplier.

🔎 Use filters to order by supplier category or previously ordered items.

3. Receiving Stock (Manual Receipts)

To manually receive stock against a delivery:

  1. Go to Stock Control > Purchasing and Receiving > Manual Receipt.

  2. Select the supplier and delivery location (store)

  3. Enter the invoice or delivery note number.

  4. Add received products and quantities.

  5. Adjust cost price if it differs from the PO.

  6. Click Post Receipt to update stock on hand.

✅ Posting the receipt will:

Increase stock levels

Update adjusted cost (used in COGS)

Create a costed record for audit or supplier matching

4. Return to Supplier

If you receive damaged goods or incorrect deliveries:

  1. Go to Stock Control > StPurchasing and Receiving >

  2. Choose the original supplier.

  3. Select items to return and enter reason codes (e.g. damaged, over-supplied).

  4. Enter the quantity and reference number.

  5. Post the return for stock to be decremented and linked to credit reconciliation.

💡 Returns will not update cost averages unless a full reversal of the receipt is performed.

 

5. Consumables & Non-Stocked Purchases

For internal use items (e.g. cleaning supplies, uniforms) that should not affect stock on hand:

  • Set the product mode to “Consumable” or “Non-Stocked Purchase Only” in Product Maintenance.

  • These products will:

    • Not appear in stocktake

    • Not affect theoretical stock levels

    • Still appear in financial reporting for tracking

🔧 Best used for CAPEX, expenses, or once-off consumables not managed in stock control.

Best Practices

  • Always match supplier invoices against posted stock receipts for reconciliation.

  • Use custom order templates for frequent reorders.

  • Track supplier returns with reason codes for trend reporting.

  • Separate consumables from stocked products for clearer inventory reporting.

 

FAQs

Q: Can I edit a stock receipt after posting?

No — once posted, receipts are locked. Use adjustments or create a reversal if necessary.

Q: Can I receive part of a purchase order?

Yes — you can partially receive and complete the order later.

Q: What happens if I receive stock at a different price than ordered?

The Adjusted Cost will update based on the receipt value, even if it differs from the PO.