Turn a shortage into a draft.
Bring selected replenishment needs into purchase orders for review.
PURCHASING
Every purchase.Accounted for.
Turn stock needs into purchase orders, receive the quantities that arrive, and carry the cost through to bills and vendor payments. Keep the buying decision connected to the inventory it supports.
An order. An arrival. A balance.
60 field journals ordered at $8 each. Nothing has arrived or been billed yet.
Illustrative product story · Sample dataReplenishment handoffPartial receivingVendor bills + credits
Look ahead.
Then place the order.
Start with the stock gap. Check what’s already on the way. Build the next purchase with the vendor, destination, and costs in view.
The next order starts informed.
Vendor
Alder Stationery ⌄
2 other purchase orders are open
PO-EX-511Issued
PO-EX-512Partially received
Deliver to
North warehouse ⌄
EXPECTED DELIVERYChoose the date you expect.
Keep a destination and delivery date with the order.
Everyday notebook40 units already on the way
QUANTITY72
UNIT COST$6.00
AMOUNT$432.00
Let demand inform the buy.
Compare sales velocity, cover targets, and existing supply before ordering.
Keep the source close.
Set preferred vendors on items and carry selected needs into orders grouped by vendor.
The delivery and the bill
can arrive on different days.
Receive the quantities that actually arrive. Record what the vendor bills. Each keeps its own progress against the same purchase order.
PO-EX-620
Juniper Paper Co.
60 field journals · $8.00 each · $480.00
RECEIVED0/ 60
BILLED0/ 60
THE WAREHOUSE
Receive against the PO.
North warehouse · Field journal
Outstanding60
Try receiving 24 units. The rest stays on the PO.
STOCK ON HAND20 units
Opening stock: 20 units. This PO has no receipts yet.
THE PAYABLE
Create a bill from the PO.
Juniper Paper Co. · $8.00 per unit
Still to bill60
Try billing 40 units, independently of what has arrived.
BILLED VALUE$0.00
Bill quantities are limited by what remains unbilled on the PO.
Cost enters with the receipt.
Each receipt creates a dated FIFO stock layer at the purchase-order cost. Later bill changes don’t revalue that receipt.
Receive where the work happens.
Open the PO on iPhone or Android and record the quantities at the receiving door.
Meet the mobile app ↗A balance to pay.
A trail to follow.
Record a payment made outside HQ, or pay the vendor by ACH through Quickvee Pay. The bill keeps the payment record. The transfer keeps its own status.
Vendor ACH is live for merchants.VENDOR BILL
OpenBILL-EX-710
Hearth DistributionSource: PO-EX-710
Harbor desk tray40 units × $17.00
$680.00- Bill total
- $680.00
- Payments applied
- $0.00
- Balance due
- $680.00
PAYMENT RECORD
VPMT-EX-710ACH payment$680.00
VPMT-EX-711Reversal−$680.00
No payment recorded.
Ready on both sides.
Merchant onboarding and an approved, verified vendor bank account prepare the ACH flow. Review the details before submitting.
Corrections stay connected.
Create vendor credits from finalized bills and apply available credit to open bills for that vendor, with checks against over-application.
Know what needs paying.
Create PO-based or standalone bills. Keep invoice references, taxes, due dates, and payment terms together, then follow open balances in Payables Aging.
04 / THE RELATIONSHIP BEHIND EVERY ORDERCome back to
Come back to
the whole picture.
Orders, receipts, bills, and payments share a home with vendor contacts, addresses, documents, and comments. A period statement brings the balance into focus.
Wren Supply
A fictional vendor account
Purchase orders 3
| NUMBER | STATUS | TOTAL |
|---|---|---|
| PO-EX-801 | Received | $640.00 |
| PO-EX-802 | Partially received | $320.00 |
| PO-EX-803 | Issued | $160.00 |
Bills 2
BILL-EX-801 · $640.00
BILL-EX-802 · $320.00
Payments made 1
VPMT-EX-801 · $600.00 applied
Vendor credits 1
VC-EX-801 · $40.00 applied
Receipts 2
RCV-EX-801 · PO-EX-801
RCV-EX-802 · PO-EX-802
ACH payments 1
ACH-EX-801 · $600.00 · Settled
The supporting details, on file.
Keep licenses, permits, and certificates with the vendor. Add a label, optional expiry date, and notes.
PDFOn file
Vendor business license
Business license · Example document
Expires April 30, 2028PDFOn file
Supplier certificate
Certificate · Example document
Note: Annual vendor reviewIllustrative records. No real documents are uploaded or stored in this preview.
EXAMPLE PERIOD
Branded print / PDF in HQApril 1–30, 2027
- Opening
- $240
- Billed
- $960
- Payments
- $600
- Credits applied
- $40
- Closing
- $560
| RECORD | DEBIT | CREDIT | BALANCE |
|---|---|---|---|
| Opening balance | — | — | $240.00 |
| BILL-EX-801 | $640.00 | — | $880.00 |
| VPMT-EX-801 | — | $600.00 | $280.00 |
| BILL-EX-802 | $320.00 | — | $600.00 |
| VC-EX-801 applied | — | $40.00 | $560.00 |
Choose a period in HQ to review the account and print or save its branded statement.
THE DETAILS, CONNECTEDFrom the first order
From the first order
to the final balance.
Purchase orders, stock receipts, and vendor payments stay connected while keeping their own records.
Can we receive only part of a purchase order?
Yes. Record the quantities that arrived and leave the remaining PO quantities open for a later receipt.
How does purchasing affect inventory cost?
Receiving against the PO creates FIFO stock layers at the PO cost, connecting the purchase to later valuation and cost of goods.
Can we pay vendor bills inside HQ?
Yes. Quickvee Pay supports vendor ACH payments, with onboarding, bank verification, and payment tracking.