Build the order, check the delivery and keep the supplier invoice linked. Purchasing, receiving and finance can follow the same purchase.
Collect products in a cart and create one order per supplier.
Record actual quantities against the products you ordered.
Keep the bill with the receipt and complete stock posting.
01 / THE PURCHASE ORDER
Search your product catalog and add the items you need to the order cart. Choose the supplier for each line, set quantities and select the delivery branch.
Creating orders splits the cart by supplier and saves drafts. Review the details and send each order. Its status shows whether it is being prepared, has been sent, or has been received.
02 / AT THE DELIVERY DOOR
Open the order when the goods arrive. Check the products and enter the actual quantities, including any short delivery.
Receiving gives purchasing and the kitchen a record of what arrived. It also leaves a clear next step for the person reviewing the supplier's bill.
03 / RECEIPT TO INVOICE
Receiving and invoice posting are separate steps, so an arrived delivery is counted once.
Enter the quantities that arrived. The order waits for its supplier invoice.
Create a prefilled draft or link an existing supplier invoice. Review products, units and billed prices.
The posted itemized invoice records stock and purchase prices. The order remains linked to it.
04 / OUTSTANDING PURCHASES
Active orders cover drafts, sent orders and confirmed deliveries still to come. Once you record receipt, invoice follow-up shows whether the bill is missing or is waiting to be posted.
Use the order and invoice together when a supplier bills a different quantity or price. The original amounts stay available for the conversation.
ALL FEATURES
Use stock targets to prepare the purchasing basket.
Select a branch and review products below their configured par levels. Posted stock and goods received but not yet posted appear separately.
Choose suppliers, adjust quantities and create draft purchase orders from the basket.
Collect the products you need in one cart.
Search your product catalog, select the product and supplier, and add the required quantity. Repeat for ingredients, packaging and other stocked products.
Set the delivery branch and details. HoreX splits the cart into one draft order per supplier.
Keep the right contacts, items and terms on the order.
Supplier records connect the vendor with the products and pack sizes you purchase.
Check the chosen supplier and delivery details before sending. Staff can return to the supplier's order history when following up.
Review the supplier and price for each product.
Use supplier item information and posted purchase history when choosing where to buy a product.
Check the unit behind the price. An agreed price per case needs the correct pack conversion before it can be compared with a price per kilogram.
Review the draft before it goes to the supplier.
Creating orders saves drafts. Open the order and check the supplier, products, quantities, delivery date and notes.
Send the reviewed order through the purchasing workflow. Sent status separates an order released to the supplier from one still being prepared.
Compare the delivery with the requested quantities.
Open the order at receiving and enter what actually arrived for each line. A short delivery should stay recorded as a shortage.
This records the physical receipt. The supplier invoice is reviewed and posted separately to create the incoming stock movement.
See which ingredients need replenishment.
Set minimum and target quantities for products at the appropriate stock location.
Smart Order brings below-target products into the planning view. Review the suggestions and create drafts when you are ready to place the order.
Give order preparation and release to the right people.
Creating, editing, sending, receiving and deleting orders follow the account's action permissions.
Assigned branches determine which orders a team member can open or change. Set responsibilities to match the people preparing, releasing and checking purchases.
Return to a supplier's earlier order when planning the next.
Order history keeps previous product lists, quantities and supplier details available for reference.
Open the earlier order to check what you bought and its linked invoice, then prepare the quantities needed for the next delivery.
Keep each order with the location receiving it.
Choose the delivery branch when building the cart. Branch choices follow the locations available to your account.
A legacy warehouse order belongs to its warehouse branch. The linked supplier invoice keeps the purchase connected to the receiving location.
Investigate shortages and billed price changes.
Review the requested quantities, the actual receipt and the supplier invoice together.
Order-versus-invoice differences provide a starting point for a supplier conversation. Return to the individual documents to see which product and amount changed.
Find the orders and invoices that still need attention.
The order workspace separates active orders from received ones. Open an order for its supplier, lines and linked invoice.
Awaiting Tax Invoice means the delivery has no supplier invoice yet. Awaiting posting means a linked draft exists and still needs review and posting.
Smart Order compares usable stock with the par levels set for your products. Review the suggested quantities and suppliers, then create draft purchase orders. Goods received but not yet posted are shown separately and included in usable stock.
You can choose among suppliers linked to a product and review purchase price history. Check pack conversions so that prices use a comparable unit.
Create the draft, review its supplier details, products, quantities and delivery date, then use the order's sending action. A newly created draft has not yet been sent to the supplier.
Open the order and enter the actual received quantities. Create or link the supplier invoice for that receipt, check the billed prices and post it. The posted invoice creates incoming stock.
Set minimum and target quantities for products by stock location. Smart Order shows the products needing replenishment. Your team reviews the basket and explicitly creates the supplier orders.
Orders are assigned to a delivery branch, and one cart is split into separate orders by supplier. People with access to several branches can work across those locations; each order and receipt keeps its branch context.
Order actions are controlled by permissions: creating, editing, sending and receiving can be assigned to the appropriate people. Branch access also limits which orders a person can open or change.
Previous orders stay available in the order history. Use them to check the supplier, product list and quantities, then prepare the next order for the delivery you need.
We will walk through the product cart, delivery check and linked supplier invoice.
