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
With Kounta Purchase, getting stock into your business is simple, traceable, and connected to your inventory, reporting, and accounting systems for dreamlike efficiency
Kounta Purchase 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!
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?
Send the Purchase Order via email
Before you begin
You will need:
- Kounta Purchase enabled from the Back Office
- Have your suppliers added in Kounta
Follow along with the guides linked above before proceeding to the next steps 😉
Send a Purchase Order
Create the draft
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 New Order
3. Select from which supplier you’d like to order.
4. You can now enter the quantity of the stock you would need to order
- Supplier - Just in case you forgot who you chose on the last page
- Quantity - you can enter the quantities right next to the assigned stock items for this supplier
- Order Number - You can assign your own purchase number or leave the one that Kounta generates automatically
- Delivery Date - The default date here will be tomorrow. You can edit the date by selecting it
- Delivery Note - Here's where you can jot down more specifications about your order
5. Once you are happy with your order, select Review Order.
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 the menu button on the top right corner
7. From the flyout menu, select View as PDF
Pro Tip - Make sure to complete your supplier’s details and your own business details so that the fields auto-populate on the pdf.
If you need to edit anything, select the back arrow - the next stage after this is sending the purchase order and naturally, this is the last stage where you can edit
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 Place order
10. Check the details auto-filled in the following dialogue box. You can add email addresses in the CC and BCC fields
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 order you are receiving
3. This will open the order. Update the Invoice no. with the invoice number from your supplier
4. In case you receive a different amount/price than originally ordered, select the item from the order summary to note the changes.
5. Select Receive order
The status of the order will be updated. 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. You will be taken to the Kounta Purchase Homescreen.
On this page, you can see an overview of all orders and their stages:
Draft - Order has been saved as a draft ready for review to send
Placed - You have reviewed the order and sent it to the supplier
Delivered - Order has arrived on site but not marked off or put away
Received - Order has been checked off for discrepancies, and once marked as received will be sync'd with your accounting package if you have this feature enabled
See purchases report
The purchase report contains a breakdown of all stock 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 send recurring purchase orders?
Yes, you can - Kounta Purchase enables you to save recurring purchase orders. You can set the day, time, and interval when your purchase orders will be sent.
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?
Hospitality doesn’t sleep - so neither do we. Our Support runs on Hospo time - 24/7
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.
Stock Counts on Kounta automatically sync with your purchases, sales, and wastage so that inventory management reaches a whole new level of ease.
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.