Purchasing & Receiving

Buy with the work ahead in view.

Connect the supplies you order to the stock point that receives them and the service work that needs them.

OrdexisOne keeps required inputs, suppliers, purchase orders, order status and receiving within the input operation. Use scheduled-demand forecasts to inform the purchase, then bring received inventory into the supply available for preparation.

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Start from the operating catalog

The same supplies, from requirement to receipt.

Define the inputs your services use with their identity, units, costs and operating attributes. Reuse that catalog when building the purchase order, keeping the supply requirement connected to the product used in inventory and preparation.

Maintain sources and supplier records alongside the stock points they supply. A purchasing decision includes both where the inputs come from and where the incoming inventory belongs.

Explore the inventory foundation

Make the destination part of the order.

Connect the selected supplier and stock point to the required inputs. The receiving team can work with the intended inventory destination already established in the purchasing record.

A supply order retains the consumable, supplier and receiving stock pointIllustrative purchase order PO819 requests ten litres of carpet-cleaning input C17 as two five-litre packs from Clearwater Supplies for the Cleaning Store. Scheduled work W18 requires fifteen litres and W19 requires twelve litres. Twenty litres are currently available, leaving a seven-litre shortfall. The ten litres ordered are pending and are not counted as on-hand inventory. Clearwater Supplies is a fictional supplier used only to explain the relationship.PO819 / SERVICE SUPPLYCarpet-cleaning input C17The same product used in preparation and field records.ORDERED QUANTITY2 × 5 L packs10 LSUPPLIERClearwater SuppliesDESTINATION STOCK POINTCleaning Store27 LScheduled demand20 LOn hand7 LShortfallPurchase pending · ordered stock is not yet availableIllustrative purchasing record · supplier and destination retained
A structured purchasing record

Keep the order details together.

Build a purchase order with the required inputs, supplier and destination. Review its status in the purchasing workflow so the office can follow the order as it moves toward receiving.

The purchase quantity answers a scheduled service requirementIllustrative C17 demand is fifteen litres for W18 on September 16 and twelve litres for W19 on September 17, totaling twenty-seven litres. Twenty litres are on hand. PO819 orders two five-litre packs, ten litres, from Clearwater Supplies to the Cleaning Store. The order is pending; the seven-litre shortfall is not resolved in stock until receiving is recorded.PO819 / REQUIRED INPUTSBuy for the scheduled work.C17 · carpet-cleaning input · quantities in litresSERVICE RUNREQUIREDW18 · September 16500 + 300 + 700 sq ft15 LW19 · September 171,200 sq ft scheduled12 L27 L demand − 20 L on hand = 7 L shortORDER / 2 PACKS × 5 LClearwater Supplies → Cleaning Store10 L ordered · receipt pendingIllustrative service profile: 1 L per 100 sq ft · order is not on-hand supply
Required inputs
Add the products the operation needs. Keep the product and quantity requirement in the purchase record rather than leaving it in a separate message.
Supplier and stock point
Connect the source of supply with the destination where inventory will be held.
Order status
Review the purchasing state as the office follows the order and prepares for receiving.
Product and unit context
Use the catalog foundation and applicable stock forms to keep incoming quantities meaningful to the team that manages them.
Bring the receipt into stock

Receiving updates what the operation can use.

The purchase order identifies the supply being ordered. The receiving workflow brings incoming inventory into available stock at its configured destination.

Record the received inventory

Receive the inputs through the purchasing and inventory workflow. Preserve the relationship to the supplier and destination stock point, so the receipt contributes to a traceable stock movement.

Where packaged inventory is used, package-level receiving and operational units support the way your supplies are handled.

Use the updated supply position

Review the stock now available alongside the products and quantities required for preparation. Inventory movement, manifests and usage stay within the same input operation.

Keep the receipt connected to the supply record that the office uses when planning the next service run.

A recorded receipt becomes traceable stock at the operating destinationRC817 on September 14 records four five-litre packs of C17 against PO817, twenty litres at forty dollars cost, into Cleaning Store. The later September 15 movement MV817 transfers five litres to West Preparation, leaving fifteen litres at Cleaning Store and five at West Preparation. The received twenty litres remain accounted for across both stock points. This is an illustrative recorded receipt and movement, not a claim of automatic vendor integration.C17 / DOCUMENTED RECEIVINGReceipt RC817September 14 · against PO8174 packs × 5 L20 L receivedCleaning Store · $40 recorded input costThe receipt has an operating destination.September 15 / movement MV817CLEANING STORE15 LWEST PREPARATION5 L20 L retained across both stock points after the recorded move.Illustrative receipt and movement history · no supplier integration impliedC17 / RC817 / SEPTEMBER 1420 L received into Cleaning StorePO817 · 4 × 5 L packs · $40 recorded costMV817 / SEPTEMBER 155 L moved to West PreparationCleaning Store15 LWest Preparation5 L20 L across both stock points · illustrative recorded history
Let future work inform the next purchase

Review demand, supply and cost before the shortage.

Forecast input requirements from scheduled services. Compare future demand with on-hand supply, identify likely shortages, and review purchasing needs and their cost implications.

Service and mix profiles explain the products and quantities the work requires. Purchasing gives the office a way to obtain those inputs. Receiving updates the supply position used to prepare the route.

Field records then preserve what was used, wasted and returned at the property, keeping the consumption history connected to the service behind it.

Purchasing and receiving are part of the plan-dependent input and inventory operation. Your catalog, suppliers and stock points define the supply workflow.

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