Purchasing with Kounta
If you are still placing your orders via text message, phone call or carrier pigeon, losing invoices, or having to manually enter your invoices into your Accounting package - welcome to the 21st century #poweredbykounta
Purchasing with Kounta enables you to quickly create detailed purchase orders, send them to your suppliers, and keep track of when orders are received - all in one place. Never lose a purchase order again.
After a purchase is received, your stock levels are updated and, the purchase order is sync’d directly to your integrated accounting app (Xero, MYOB, Quickbooks - you name it) - no more time wasted entering invoices!
You’ll need to have your suppliers added in Kounta, but then this guide will walk you through the steps to send a purchase order and how to update it when the order is delivered.
What’s in this Guide?
- Can I save a template for my regular or repeat orders?
- Do I need to pay for the Kounta Inventory add-on?
- Can I automatically order low stock products?
- Will the stock automatically update after I receive the order?
Send a Purchase Order
Create the draft
Pro Tip - You will need to have the Kounta Inventory add-on enabled before sending a purchase order
1. From the “Sites” page in Back Office, select “Purchases”. (If you have multiple sites, you will first need to select a Site)
2. Select “Create New Purchase”
3. Select from which supplier you’d like to order.
4. You will now see your drafted purchase order;
- Supplier - Just in case you forgot who you chose on the last page
- Site - If you have multiple sites in your Kounta company, you’ll want to make sure you are ordering for the correct site
- Purchase Number: You can assign your own purchase number or leave the one that Kounta generates automatically
- Supplier invoice: This can stay blank for now - when you receive your order, you can fill this with the invoice number from your Supplier. This is for tracking orders that are received.
- Purchase Date and Delivery Date: Choose the dates you are going to send the purchase order and, need it delivered on - these will be sent to your supplier so double check the delivery date is correct. This would automatically fill with dates - change this as needed
- Product: Here you will see the pantry list of default products for that supplier.
- Search for Product: Search for any product not already assigned to this supplier.
- Format: Order either in individuals, crates, boxes, or packs as chosen in the product settings for each of your products
- QTY: How many are your ordering?
- Total: Instant view on each line item cost so you can keep an eye on your budgeted spend. This price will be based on your average cost price
- Add a note to this purchase: You can add order notes like what time the order is needed or which door to use.
5. Once you are happy with your order, select “Save as Draft.”
The saved draft will have an additional field called “Received Qty” - no need to fill this for now.
Purchase Date and Delivery Date: You can change this if needed
QTY: Can be edited after selecting the pencil icon
Preview the Purchase Order
Purchase orders are sent to suppliers as a pdf attached to an email. You can preview this pdf before sending.
6. From the page of the draft you are making, select “Preview PDF”
7. This will generate a pdf of the Purchase Order.
Pro Tip - Make sure to complete your supplier’s details and your own business details so that these auto-populate on the pdf.
Send the Purchase Order via email
Once you are happy with your order, you can send it to your supplier’s email.
9. From the page of the draft you are making, select “Email Purchase”
10. Check the details auto-filled in the following dialogue box. You can change recipients or add more. Remember to separate email addresses with a comma.
11. You will get notified that the email was sent.
12. This will send an easy-to-read email to your supplier - no more mistakes.
Receive order
Easily keep track of orders that have been received. After a purchase is received, your stock levels are updated and the purchase order is sync’d directly to your integrated accounting app (Xero, MYOB, Quickbooks - you name it) - no more time wasted entering invoices!
1. From the “Sites” page in Back Office, select “Purchases”. (If you have multiple sites, you will first need to select a Site)
2. You will see the list of purchases. Select the cogwheel on the right of the order you are receiving.
3. This will open the order.
Update the “Supplier Invoice” with the invoice number from your supplier.
Check off your order to make sure everything you ordered was sent - adjust the “Received Qty” to what you actually received as this will adjust the stock levels and invoice accordingly.
4. Select “Received.” The status of the order will be updated and it will be converted into a PDF. This is viewable in the same location, the Purchases page.
Review Past Purchases
View purchase orders
1. From the “Sites” page in Back Office, select “Purchases” (If you have multiple sites, you will first need to select a Site)
2. Select the timeframe for the orders you want to review. Orders with an eye icon at the side mean the order has been sent and is view-only.
See purchases report
The purchase report contains a breakdown of all stock in movements.
1. From the “Reports” page in Back Office, select “Purchases”
This report can be filtered by date, product, site, and supplier.
There is also an option to download.
Frequently Asked Questions
Can I save a template for my regular or repeat orders?
After you send a purchase order, it gets converted into a view-only page. What if you want to save an editable draft for orders you want to repeat regularly?
- Create the draft.
- From the page of the draft you are making, select “Copy Purchase” - This will create a copy so that the original draft will be untouched.
- This dialogue box will appear. Select “Yes”
- Now you have two copies of the same order. You can send one and leave the other as your draft - you can copy this draft again for similar orders in the future.
Do I need to pay for the Kounta Inventory add-on?
The Kounta Inventory Add-on is available at no additional charge for all paid Kounta plans.
Can I automatically order low stock products?
Not for now. You can see your stock levels for each product when drafting your purchase orders.
Will the stock automatically update after I receive the order?
After an order is marked as received it will automatically update your stock levels.
What if I get stuck?
We're with you every step of the way & our Support is 24/7 - because hospo headaches happen at all hours of the day.
Guides you can watch or read, Email, Live Chat, Call or, smoke-signal!
What's my next step?
Once your stock items are entered, you can enter your recipes. This way, every time a product is sold (or entered as wastage), it will automatically update your stock count of how much is left.
Learn all about managing Recipes here
Stock counts on Kounta automatically sync with your purchases, sales, and wastage so that inventory management reaches a whole new level of ease.
Learn all about Stock Count here
Managing wastage is a challenge for many businesses in the hospo industry. Track your wastage (the why, who, and how much) and sync your inventory data automatically - so you save time and effort.