Vendors and purchase orders
Set a par level for each item (the amount you want on hand) and the app turns your latest counts into a ready-to-send order for each vendor. You check it over and hit send instead of building it from scratch.
Setting up vendors
On the Vendors page (managers and admins), create a record for each supplier with their name, contact email, phone, and notes. Then link items to the vendor so the app knows who supplies what (and the vendor’s item numbers, so their warehouse recognizes your order).
How you send orders
The Order method decides how a finished order reaches the vendor:
- Manual (download / print PDF): you print or save the order as a PDF and send it yourself. The default.
- Email: the app emails the order to a delivery email you set (kept separate from the vendor’s contact email, so orders and general contact can go to different inboxes).
- Webhook: for a vendor that accepts orders at a URL. Most cafés never need this.
Order minimum
If the vendor has a dollar minimum (say, $150), enter it as the Minimum order value. When an order comes in under it, the app stops you and lets you send anyway with Place anyway (below minimum) if you mean to. Auto-sent orders get held instead — more on that below.
Auto-send on count
Auto-send purchase order on count is opt-in, per vendor. When someone submits a count of that vendor’s items, the app creates an order-up-to-par purchase order and sends it right away, with no review step. Good for routine vendors like your bread or milk supplier; leave it off for vendors you want to eyeball first.
One exception: if the auto-created order comes out under the vendor’s minimum order value, the app doesn’t send it. It saves the order as a draft and emails your managers and admins a link. Whoever submitted the count sees a note about it too. Open the link, raise quantities or add a few more of that vendor’s items until you clear the minimum, and hit Save & send. If you’d rather these orders go out as-is, minimum or not, turn off the hold in your organization settings.
Par levels
A par is the quantity you want on the shelf, in the item’s count unit: "par 3 cases" or "par 12 bottles." When your on-hand (from your latest counts) drops below par, the item shows up as below par and gets suggested for ordering.
Day-of-week pars
Some items need different pars on different days. More milk goes into a weekend than a Tuesday. For those items you can switch on day-of-week pars and set a separate par for each of the seven days (Monday through Sunday, all seven required). The app then uses today’s par, in your shop’s timezone, when deciding what’s below par and how much to suggest.
Building a purchase order
From Purchase Orders → New, pick a vendor. The app pre-fills the order with every item that’s below par, showing on-hand, par, and a suggested quantity that tops you back up to par. From there you can adjust any quantity, remove lines you don’t want, or add any other item, including ones with no par or already at par.
If everything is at or above par, the app says so. No phantom orders. Suggested quantities are rounded to whole packs and respect each item’s minimum order quantity.
Sending, receiving, closing
When the order looks right, send it. For an email vendor the app delivers it; for a manual vendor you use Print / download PDF and send it yourself. An order moves through Draft, Sent, then Closed (or Cancelled) as the delivery lands. Pair this with receipt scanning on delivery day to keep prices current.
The order document leads with a From block: your business name and address, so the vendor knows which location ordered. That address comes from your organization settings. Below it, the To block shows the vendor’s name and contact details.
Shopping-route line order
By default, order lines come out in a fixed order. You can do better. On each vendor’s page you can drag items into the order that matches how you (or the vendor’s warehouse, or whoever shops the order) actually walk the aisles. Every purchase order for that vendor follows that same route, on screen, in the PDF, and in the email.