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Buying from suppliers

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From requisition to purchase order, goods receipt, supplier bill and payment.

▶Buy from a supplier0:40

How buying flows

Requisition → (quotations) → Purchase order → Goods receipt → Bill → Payment

You can start at any step — small shops often go straight to a goods receipt or a bill — but following the flow gives you approvals, three-way matching (order = receipt = bill) and accurate costs.

Requisitions and quotations

A requisition is a request from a branch or department: "we need 50 cartons of cooking oil". Buyers can then send a request for quotation (RFQ) to several suppliers, compare their prices and award the best one, which creates the purchase order.

Purchase requisitions
Purchase requisitions

Create a purchase order

  1. Trading → Purchase orders → + New.
  2. Choose the supplier, the warehouse that will receive it and the expected date.
  3. Add items, quantities and prices. Tax is calculated per line.
  4. Save. Orders above your approval limit go to Approvals first.
  5. Send the order — it is emailed or shared as a PDF with the supplier.
Purchase orders
Purchase orders

Receive the goods

When the delivery arrives, record a goods receipt (GRN).

  1. Trading → Goods receipts → + Receive goods, or open the purchase order and click Receive.
  2. Enter the quantity received and any rejected quantity with a reason. Add batch and expiry for medicines and food.
  3. Type the supplier's delivery note number and vehicle number.
  4. Post. Stock goes up and the item cost is updated. Items that need quality checks go to the quality-hold location until released.
Goods receipts
Goods receipts

Supplier bills

Enter the supplier's invoice as a bill. Linked to the order and receipt, Hayat warns if quantities or prices differ beyond your tolerance. You can also capture a bill from a photo — the AI reads the supplier's invoice and fills the lines for you to check.

Supplier bills
Supplier bills

Pay suppliers

Trading → Payments shows what you owe each supplier. Choose the supplier, the amount, the method (cash, bank transfer, cheque) and the bills it settles. Income tax withheld at source is calculated when the supplier is marked for withholding.

Supplier payments
Supplier payments

Returns and landed costs

  • Returns sends goods back to a supplier and reduces the amount you owe.
  • Landed costs spreads freight, customs and clearing charges over the items of a receipt so their cost is correct.