Purchase orders and vendors

Order smarter. Receive faster. Let AI read the invoice.

A purchase order should take a minute, and a delivery should take two. Franpos suggests what to reorder, builds the order, sends it, and then reads the vendor's invoice for you when the stock arrives, so you check numbers instead of typing them.

Book a demo See inventory management

Reorder suggestionsEDI to vendors that accept itRead invoice fills in the receive

Purchase orders list with status, vendor, created date and totals

From a low shelf to a sent order, in a few taps

Vendors know what you buy from them. Purchase orders know what you are about to run out of.

Vendors

Every vendor, with the numbers that matter

Vendors live under Catalog. A vendor's Overview is a small report of its own.

Add a vendor with a name, a vendor code, contact details and a Minimum order requirement
A vendor's Overview shows sales for its items, best sellers, open purchase orders, minimum order status and items not sold in 90 days, with a Create purchase order button
Attach vendors to items, mark a Primary vendor, and keep the vendor's own SKU and cost
Set the Case, Pack or Box a vendor sells an item in, and a PO line counts in that unit

Purchase orders

Suggest. Edit. Send.

Start from scratch, or let Franpos fill the order for you.

Shortcuts add items: Suggest reorder items, Suggest low-stock items, Load items by category or brand, Load from special orders, or Import from file (csv or Excel)
Pick several vendors and Split into one order per vendor
When a vendor has a minimum order, the order shows it, and a company can choose to block orders below it
Send to the vendor over EDI if it accepts EDI, or Export a PDF or file to send yourself
Statuses run from Opened to Completed, and a completed or voided order is locked

Receive without retyping

The delivery arrives. Stock is added only when you confirm.

Receive

Ordered, Received, Remaining

Open the order and choose Receive items.

Scan each item, or use Receive all if everything arrived; type quantities in Receive now
If something is short or damaged, note the difference with a discrepancy reason from a list you control
Stock is added only when you Save receive, and the order shows Order fully received when every line is in
A draft receive is saved to your account and can be resumed on any device

Read invoice

Drop in the invoice. It reads it.

Where PDF and photo reading is switched on, choose Read invoice on a purchase order's Receive.

Pick a file, or take a photo on a phone
Each invoice line is matched to the order by your vendor item numbers, SKUs, product codes and barcodes; a guess by name waits for you to confirm it
Apply fills in the quantities to receive, the costs and the discrepancy reasons, and nothing is saved until you press Save receive
No order yet? New from invoice on the Purchase orders list makes one, and can receive it in the same step
Excel and CSV invoices are read for every store

03 · Around the order

More ways stock moves

Purchase orders are one of several ways stock arrives.

Stock transfers

Send stock from one location to another; the receiving store receives it.

Order from your warehouse

Companies with a warehouse can turn on Order from our warehouse and use Send to warehouse.

Autopilot drafts

The Command Center can create draft purchase orders inside an Autopilot limit you set.

Receive without an order

Choose the vendor, scan, review, and press Receive.

Purchase orders and vendors, answered

How do I create a purchase order?

Open Stock operations, then Purchase Order, and choose New. Pick the vendor, due date and stores, add items by scanning or with a shortcut such as Suggest reorder items, set quantities and costs, and open the order.

Can Franpos suggest what to reorder?

Yes. Suggest reorder items and Suggest low-stock items add products at or below their reorder point, and the Command Center can draft a purchase order for you.

Can AI read my vendor invoices?

Yes. On a purchase order's Receive, choose Read invoice and pick a file or take a photo. Franpos matches each line to the order and fills in quantities, costs and reasons for you to check. Nothing is saved until you press Save receive. Reading PDFs and photos is a switch on the Purchase orders list that someone who manages billing turns on; Excel and CSV invoices are read for every store.

Can I send orders to vendors electronically?

Yes, if your vendor accepts EDI you can send it over EDI or download an EDI file. You can also export a PDF or file.

What if a delivery does not match the order?

Choose a discrepancy reason while receiving, such as short or damaged. You maintain the list of reasons in Settings.

What does it cost?

Every business is different, so we quote per location. Book a demo and we will walk you through it.

Stock that reorders itself, within your limits.

Book a demo and send your first purchase order.

Book a demo See warehouse management