Purchase management software from supplier quote to goods in the godown

When the price of cement or a medicine changes every few weeks, you want more than one quote. In Posify24 you keep each supplier's products and prices as a price list. When you need to buy, send a request for quotation (RFQ) to several suppliers, enter their quotes and compare them side by side. Pick the best offer and turn it into a purchase order.

A purchase order records exactly what you asked for: products, quantities and prices. If you pay an advance, record it on the order. If SMS is set up for your account, you can send the purchase order to the supplier by SMS so there is no confusion about what was agreed.

When the truck arrives, enter a purchase receive for what actually came in. That is what goes into stock, in the warehouse you choose, so the godown and the system agree. Goods that arrive damaged or wrong go back with a purchase return, which reduces both stock and what you owe. Everything you receive updates your inventory straight away.

For medicine, food and agro products, enter the batch number and expiry date on each purchase line, so near-expiry stock can be found later.

Many goods arrive without a barcode you can use, especially clothing, shoes and local products. From a purchase order you can print barcode labels, one for each unit ordered, in a large or small layout with your shop name, size and sale price. Stick them on before the goods reach the shelf and your counter can scan them from day one. See barcode and label printing.

Every supplier has a payable balance. Receives add to it, returns and payments reduce it. When the supplier's man comes to collect, open the supplier and you see the real amount, not a guess. Supplier payments flow into your cash book and bank accounts, as described on the accounts and cash book page.

If your suppliers give you a commission or incentive on volume, set up purchase commission and track it in its own report.

• Supplier list - contact details and payable balance for each supplier
• Supplier price list - the products each supplier sells and at what price
• RFQ and quote comparison - ask several suppliers, compare their offers
• Purchase orders - with advance payments recorded on the order
• Purchase receive - goods received into the warehouse you choose, stock updated
• Batch and expiry on purchase - enter them on each line where the product needs them
• Purchase return - send goods back and reduce stock and payable together
• Barcode labels from a PO - large and small layouts, one per unit
• SMS purchase order - send the order to the supplier when SMS is set up
• Purchase reports - order, receive, return, summary, supplier and commission

Any business that buys stock regularly gets value from this. It matters most to distributors and wholesalers who buy in bulk from companies, building materials shops where rod and cement prices move often and goods receive is required, and pharmacies that need batch and expiry entered at the point of purchase.