Purchase orders: create, send and receive
Essential, Advanced and Integral plans
Create purchase orders, send them by email or WhatsApp with a secure link and turn them into a warehouse entry when the goods arrive.
What it is for
A purchase order is the list of what you are buying, with quantities, formats and prices, sent from Recipok instead of by phone or on paper. The supplier receives it as a PDF by email or with a link by WhatsApp, and you have a record of what you ordered, when and from whom.
When the goods arrive, the order becomes the warehouse entry with one click: there is no need to type the lines again. That way stock, lots and purchase prices are updated with what has actually arrived.
It is used by whoever does the bakery's purchasing: the manager, the person in charge of the stores or the owner.
Before you start
- Orders are available from the Essential plan upwards. Converting the order into a warehouse entry belongs to the Integral plan, because it creates stock by lot.
- Add your suppliers, preferably with their email address.
- On each ingredient, in the suppliers tab, say who sells it to you. That way, when you choose the supplier in the order, Recipok suggests their products.
- If you buy in sacks, boxes or tubs, create the ingredient's purchase format: the order is made in packs and Recipok works out the kilos or litres.
- Check your company's delivery address in the configuration: it is the one proposed on every order.
Creating an order
Go to Purchasing › Orders. You will see the Suppliers order list with each order's number, supplier, date, amount and status. Click Create order to suppliers.
| Description/product | Format | Quantity | Total | Format price | Location |
|---|---|---|---|---|---|
| Cream cheese | 2 kg tub | 6 | 12 kg | 13.80 € | Cold room 1 |
| Cream 35% | 1 l carton | 24 | 24 l | 3.70 € | Cold room 1 |
| Butter | 1 kg block | 10 | 10 kg | 8.20 € | Cold room 1 |
- 1The supplier's products are suggested when you choose them. You can search for others by name or reference and change quantities.
- 2Hide prices if you do not want the supplier to see in the PDF the prices you have recorded. The supplier message appears on the order.
Supplier and order details
Choose the Supplier, the person Responsible for receiving it and check the Delivery address. If you use your own numbering, type it in Internal control No.
Products
Tick the suggested products or click Add ingredient. For each line, set the Format, the Quantity and, if you like, the Location where it will be stored when it arrives.
Messages and email
Write the Supplier message (times, instructions) and, if needed, the Responsible user message, which is an internal note. In Emails list add other recipients separated by commas and tick Send me a copy to receive it yourself as well.
Save
The order is left as Pending to send. You can also attach a file to it (for example, the supplier's quote) with Upload file.
If you would rather not decide the quantities yourself, let Recipok propose them from planned production and stock. We explain this in Shopping list and order recommendation.
Sending the order to the supplier
In the list, open the order's ⋮ menu:
| Option | What it does |
|---|---|
| Send via Email | Sends the order with its PDF attached. It shows you the Recipients (the supplier's email and those on the list) so you can check them; click Send order. The order changes to Sent. |
| Share (WhatsApp) | Opens WhatsApp with the order number and a secure link. The supplier opens it without an account and only sees that order. |
| Share PDF and Print order | Open the PDF to download it, print it or send it another way. |
| Duplicate, Archive, Delete | To repeat a regular order, remove old ones from view (the Archived button shows them) or delete one made by mistake. |
An order's statuses are: Pending to send, Sent, Partial reception, Received merchandise and Cancelled. You can change the status of several orders at once by ticking them in the list.
Receiving the goods: converting into an entry
Convert to warehouse entry
When the lorry arrives, open the order's ⋮ menu and click Convert to warehouse entry. The New warehouse entrance opens with the order lines already filled in.
Complete what the delivery note says
Type the Document No. of the delivery note or invoice and the date. On each line, adjust the quantity that has arrived and note the lot, the expiry date and the location. If you receive less than you ordered, enter only what you received.
Save
The entry is created with its lots and opens so you can review it. The order changes to Partial reception or Received merchandise. The details of the entry are in Raw material goods-in.
Tips and common mistakes
- The convert option does not appear: the order has already been fully received, it has no products or your plan does not include warehouse entries.
- The order has no suggested products: that supplier is not linked to any ingredient. Assign it on each ingredient's record.
- Archive rather than delete: the order is proof of what you ordered if you later need to make a claim to the supplier.
- If you work with invoicing or accounting software, we can connect Recipok to it so that purchases are not entered twice. Ask us about a custom integration.