Stock Management

How the purchasing flow fits together

A purchase requisition asks for stock. Once approved, you either get prices from suppliers (quotations) or order directly (purchase order). You receive the stock against the purchase order, then record the supplier's bill. Every step links back to the one before it.

Create a purchase requisition

1. 1Go to Stock Management → Purchase Requisitions and click "New Requisition".
2. 2Optionally set "Needed by".
3. 3Under "Items needed", click "Add item", pick the item, and enter the quantity. Add a reason if useful (for example "weekend event"). Add as many lines as you need.
4. 4Add notes if you like, then click "Create Draft".
5. 5Open the draft and click "Submit for approval".

You don't pick a supplier or price yet — that happens after approval.

Approve or reject a requisition

Owners and admins.

1. 1Open a requisition with status "Pending Approval".
2. 2Click "Approve" — or click "Reject", enter a reason, and click "Reject".
3. 3A rejected requisition shows the reason on its page.

Set a spending limit for approvals under Reorder Settings → "Requisition Approval Threshold".

Turn an approved requisition into an order

1. 1To collect prices: click "Send for pricing (RFQ)", choose a supplier, and click "Create Quotation". Repeat with "Add another supplier" to compare several.
2. 2When quotes come back, use "Compare Quotes" on the requisition. Click "Select this supplier" on the best one, then "Select supplier" to confirm — this creates a draft purchase order.
3. 3To skip quotes: click "Order directly", choose the supplier, enter the unit cost for each item, and click "Create Purchase Order".

Requisition statuses

Draft → Pending Approval → Approved or Rejected → Collecting Quotes → Converted. A requisition can be cancelled while it's pending approval. Drafts can be edited or deleted.

Request a quotation

1. 1Go to Stock Management → Quotations and click "New Quotation" (or create one from a requisition).
2. 2Choose the "Supplier", click "Add item" for each item and quantity, and add notes if needed.
3. 3Click "Create Draft", then "Send to supplier".
4. 4When the supplier replies, click "Enter quoted prices" and "Save quoted prices".
5. 5Click "Convert to PO" to turn it into a purchase order.

Statuses: Draft → Sent → Received. A sent quotation can be cancelled.

Create and send a purchase order

1. 1Go to Stock Management → Purchase Orders and click "New Purchase Order" (or create one from a requisition or quotation).
2. 2Choose the "Supplier", set the "Estimated Date of Arrival", add items, and enter tax and notes if needed.
3. 3Click "Create Draft".
4. 4Click "Send to supplier".
5. 5When the supplier confirms, click "Mark confirmed", add their reference and delivery date, and click "Mark confirmed".

Orders above the store's PO approval threshold need an owner to click "Approve" before they can be sent.

Receive stock

1. 1Open the purchase order and click "Receive stock".
2. 2Enter the quantity and unit cost received for each line.
3. 3Click "Confirm Receive". Your inventory updates straight away.
4. 4Received part of the order? The status becomes Partially Received — receive the rest later, or click "Close short" and give a reason.
5. 5Need to change an order in flight? Click "Amend" and give a reason for the amendment.

Statuses: Draft → Sent → Confirmed → Partially Received → Fulfilled (or Closed Short / Cancelled).

Record and pay a vendor bill

1. 1Go to Stock Management → Vendor Bills and click "New Vendor Bill".
2. 2Choose the "Supplier" and "Due Date", then tick the received lines this bill covers.
3. 3Click "Create Draft", then "Post".
4. 4When you pay, click "Record Payment", enter the amount, date, method, and reference, and click "Record Payment".

If the bill's price differs from the purchase order, you'll see a banner to approve or decline the difference.

Reorder low stock in bulk

1. 1Go to Stock Management → Supply Needs to see items below their warning level and how many to order.
2. 2Select the items and click "Create Purchase Orders" or "Create Quotations".
3. 3Follow the wizard: choose a supplier for each item, review each order, then click "Confirm & Send All".

Run a stock take

1. 1Go to Stock Management → Stock Take and click "Start Stock Take". Add a description if you like and click "Start".
2. 2Count each item. Search by name or SKU, use "Print Count Sheet" for a paper count, or "Scan" with your camera or a USB scanner.
3. 3Click "Complete Stock Take" and confirm with "Complete".

Transfer stock between stores

1. 1Go to Stock Management → Stock Transfer and click "New Transfer".
2. 2Choose the destination store, select items and quantities, and click "Create Draft".
3. 3Click "Send" when the stock leaves.
4. 4At the receiving store, open the transfer, click "Receive", check quantities, and click "Confirm Received".

Return stock to a supplier

1. 1Go to Stock Management → Stock Return and click "Return Stock".
2. 2Choose the supplier, add the items, quantity, and unit cost, and enter a reason (for example "Damaged on arrival").
3. 3Click "Confirm Return".

Check the audit trail

Stock Management → Audit Trail lists every stock movement — manual edits, receiving, stock takes, returns, wastage, POS sales and voids, and transfers — with who did it. Use the action filter to narrow it down. Lylia Activity shows what the AI purchasing agent did.

Set reorder rules and approval limits

1. 1Go to Stock Management → Reorder Settings.
2. 2On "Auto-Reorder", choose Off, Auto-send Purchase Order, or Auto-send Quotation, and set a "Stock Alert Email".
3. 3Set "PO Approval Threshold" and "Requisition Approval Threshold" in RM. Click "Save".
4. 4On "AI Agent", switch the Lylia purchasing agent on or off and choose where to be notified.
5. 5On "Policies", click "Add Policy" to set a Preferred Supplier or Monthly Budget rule.