Restocking is where a lot of shops lose control of their inventory. Goods arrive, get stacked in the store and the stock figures are updated "later", or never. Purchase orders fix that. They record what you ordered, from whom and at what cost, and when the delivery arrives you receive it against the order so stock updates automatically.
In this guide we show how to work with suppliers and purchase orders in Xduka POS.
Where to find it
Open Suppliers in the Catalog section of the dashboard menu. The page is titled Suppliers & Purchase Orders: "Manage suppliers and replenish stock via purchase orders."
Step 1: Add your suppliers
Click to add a supplier and fill in:
- Supplier Name: the business name used in purchase orders and reports, for example "Acme Distributors".
- Contact Person.
- Phone, for example +254700123456.
- Email.
If you have many suppliers, use Supplier Import to add them in bulk from a CSV file.
You can also link products to their usual supplier when you add or edit products.
Step 2: Create a purchase order
- Click Create Purchase Order.
- Choose the Supplier you are ordering from.
- Add lines: choose the Product, enter the Quantity and the Unit Cost (KES), then click Add Item. Repeat for each product.
- Set an expected date if you know when the delivery will arrive.
- Click Create PO.
You need at least one product line with a quantity and unit cost before the PO can be created.
Tip: use your sales to decide quantities
Look at your low-stock list and recent sales before ordering. Order enough to last until the next delivery, but not so much that cash sits on the shelf for months.
Step 3: Send the order to your supplier
Share the PO details with your supplier in the way you normally do: phone, email or in person. The PO in Xduka POS is your record of what was agreed.
Step 4: Receive the delivery
When the goods arrive:
- Count and check the delivery against the PO before signing anything.
- Open the PO from the supplier list (you can filter by supplier).
- Use Receive now, entering the quantities that actually arrived.
- Click Receive Selected Quantities.
Stock updates automatically for the quantities received. If only part of the order arrived, receive only those quantities. The PO shows the quantity ordered alongside what has been received, and its status helps you track what is still outstanding.
Step 5: Update costs if prices changed
If the supplier's unit cost has changed, update the product's cost price so your margin and profit reports stay accurate. Then check whether your selling price still makes sense.
Good practices
- Never receive what you have not counted.
- Record short deliveries and follow up with the supplier.
- Keep supplier details up to date so POs reach the right person.
- Review POs that stay open for a long time; they may need chasing or cancelling.
- Check expiry dates on delivery for perishable goods and medicines.
Screens and labels may change slightly as we update Xduka POS; if something looks different, contact our support team.
Quick checklist
- Add suppliers with a contact person, phone and email.
- Link products to their usual supplier.
- Check low stock and recent sales before ordering.
- Create the PO with quantities and unit costs.
- Count every delivery before receiving it.
- Update product cost prices when supplier prices change.
A quick example
For example, say a minimart in Embu orders soft drinks weekly. The manager creates a PO for 20 crates; 18 arrive. The manager receives 18, notes the shortfall and calls the distributor. Stock is right, and the supplier knows the shop checks every delivery.
Frequently asked questions
Can I receive part of a purchase order?
Yes. Enter only the quantities that arrived and click Receive Selected Quantities. The rest stays outstanding on the PO.
Does receiving a PO update stock?
Yes. Receiving stock against a purchase order updates inventory automatically.
Can I import my suppliers?
Yes. Supplier Import lets you add suppliers in bulk from a CSV file.
Restocking on the record
Purchase orders turn restocking from guesswork into a clear record: what you ordered, what arrived and what it cost. Receive deliveries against POs in Xduka POS, and your stock levels stay accurate without manual updates.
Explore our inventory and supplier features at www.xduka.com/features, or get started at www.xduka.com.
