From “I Ordered It” to On the Shelf and in the Books
The gap between placing an order and knowing what it truly cost is where small businesses lose money. SaleSprint closes it with eight purchase document types, each with a full lifecycle, approvals where they matter, and stock and ledger updated in the same step.
Eight Document Types
Requisitions, RFQs, purchase orders, goods receipts, returns, blanket orders, drop-ship and landed cost — each with a complete lifecycle, not a status field.
Approval Thresholds
Small orders move without ceremony. Above a value you set, the document routes to the person who has to answer for it.
Receipt Posts Stock and GL
Booking a receipt raises stock and writes the ledger entries in one action. No second system, no month-end reconciliation exercise.
Supplier Records
Contacts, price lists and lead times on every supplier, so the next order starts from what you already agreed rather than from memory.
Partials and Variances
Half the order arrived, two cartons were damaged. Receive what came, record a variance reason, and keep the rest of the PO open.
True Landed Cost
Freight, duty and clearing charges apportioned across lines, so your margin is measured against what the goods really cost to get here.
One chain, end to end
Requisition to RFQ to purchase order to goods receipt — each document carries its lines forward, so nobody re-types anything and every step can be traced back to the one before it.
Purchase requisition
A branch or department asks for something. Routed for approval before anyone talks to a supplier.
Request for quotation (RFQ)
Put the same line items to several suppliers and compare what comes back on price and lead time.
Purchase order
The commitment. Approval thresholds decide who has to sign before it goes out.
Goods receipt
What actually arrived. Updates stock and posts to the general ledger in the same step.
Purchase return
Send back what was wrong or damaged, with the stock and cost reversal handled for you.
Blanket order
An agreed quantity and price over a period, drawn down by release as you need it.
Drop-ship
The supplier ships straight to your customer. The paperwork and costing still land in your books.
Landed cost
Freight, duty and clearing spread across the lines they belong to, so unit cost is the real cost.
15 purchase reports, so the spend is visible
Buying well is a reporting problem as much as a paperwork one. The purchase family covers the questions owners keep asking and rarely get answered.
Spend by supplier
Who you actually buy from, over any period and any branch.
Price variance
Where the invoiced price drifted away from the agreed price list.
Receipt aging
How long goods sit between arriving and being booked in.
Open-PO exposure
What you have committed to but not yet received or paid for.
Where purchasing connects
A purchase is never only a purchase. It moves stock, it moves money, and sooner or later it becomes a sale.
Know what your stock really cost you
Set up your suppliers, raise your first order, and watch the receipt post stock and ledger in one step.