The short answer: manage purchasing with clear purchase orders (what you ordered, at what price), disciplined receiving (checking deliveries against the PO and invoice), and accurate supplier records (dues, prices, reliability). Good purchasing keeps stock available, costs controlled, and supplier relationships healthy.
Start with a proper purchase order
A purchase order records exactly what you’re buying, in what quantity, at what agreed price, from whom. It sets expectations on both sides and becomes the document you check the delivery and invoice against — no more “I thought we agreed a different price”.
Receive stock the right way
- Check against the PO — did the right items and quantities arrive?
- Check against the invoice — are the prices what you agreed?
- Record discrepancies — short deliveries and wrong prices are money lost if unnoticed.
- Update stock for exactly what was received.
Track supplier records
- Dues — what you owe each supplier and when — see payables.
- Prices — a history so you spot rises and negotiate.
- Reliability — who delivers on time and in full.
Buy to demand, not habit
Purchase orders should be driven by real needs — sales history and reorder points — not habit or supplier pressure, which leads to overstocking. Purchasing and inventory should be two sides of one system.
Purchasing, connected to stock
RushFlow creates purchase orders, checks receiving against PO and invoice, updates stock and cost, and tracks supplier dues and prices — so buying is controlled and connected. See the live demo.