Buy smart. Track suppliers. Pay clean.
POs, goods receipts, supplier ledgers, and bank-reconciled payments.
Every shop runs out of stock; the question is whether you ran out of cash first. NinoPOS Purchases gives you a tight purchasing flow — from PO to GRN to supplier payment — with a live supplier ledger so you always know exactly who you owe.
Today, without Purchases
- POs live in WhatsApp messages and disappear
- Goods arrive but the GRN is "I'll do it later"
- Supplier balances are guessed at month-end
- Supplier payments hit the bank but don't close out the right invoice
- No audit trail when a supplier disputes what was received
With NinoPOS Purchases
- PO → GRN → supplier invoice → payment, all linked
- Live supplier balance you can show the supplier on a call
- Supplier payments auto-reconcile to invoices, oldest first
- Variance between PO and received quantities is flagged and approved
- Full audit log with who, when, what, and why for every step
Everything in Purchases
No add-ons, no upsells — included on every plan.
Purchase orders
Create POs with line items, expected delivery dates, and supplier terms. Email or WhatsApp to the supplier in one click.
- Multi-line POs
- Expected delivery dates
- Custom terms per supplier
- WhatsApp + email send
Goods receipt notes
When goods arrive, GRN against the PO. Variances (short, over, damaged) are captured and routed to manager approval.
- GRN against PO
- Variance capture
- Manager-approval gate
- Receive partial / multiple shipments
Supplier ledger
Live balance per supplier — what you owe, what you've paid, what's open. No more month-end reconciliation panic.
- Live supplier balance
- Open / paid / overdue split
- Per-currency tracking
- Statement export
Supplier payments
Pay by cash, M-Pesa, or bank transfer. NinoPOS posts to the bank ledger and auto-applies to the right invoice (oldest first).
- Cash / M-Pesa / bank transfer
- Auto-apply oldest first
- Bank ledger integration
- Receipt sent to supplier
Supplier performance
Track lead time, on-time delivery, price changes, and dispute history per supplier. Negotiate from data.
- Lead time tracking
- On-time % per supplier
- Price change history
- Dispute log
Audit trail
Every PO, GRN, invoice, and payment is logged with user, timestamp, and any approvals. Disputes resolve fast.
- Immutable audit log
- Per-step approvals
- User + timestamp
- Reason capture on changes
How Purchases works in practice
Step by step — from the customer touch to the final ledger entry.
1. Raise PO
Add line items, supplier, expected date. Email or WhatsApp to the supplier.
2. Receive goods
GRN against the PO. Capture variances; route to manager if needed.
3. Match invoice
Supplier sends an invoice. NinoPOS matches it to GRN; flags any quantity or price drift.
4. Pay supplier
Cash, M-Pesa, or bank transfer. Auto-applies to oldest invoice; bank ledger updates.
5. Watch the ledger
Supplier balance is live. Statement available any time, no monthly close needed.
6. Negotiate next quarter
Lead time, on-time %, dispute history all visible. Negotiate from data not vibes.
Local payments, currencies, and connectivity — sorted out of the box
Purchases ships with M-Pesa Daraja, multi-currency, full offline mode, and WhatsApp customer messaging baked in — no plugin, no add-on.
- M-Pesa Daraja STK push for instant payments
- TZS, KES, UGX, RWF, USD — multi-currency invoicing
- Offline mode for areas with unstable internet
- WhatsApp for receipts, reminders, and orders
- Local tax (VAT) reporting baked in
Frequently asked questions
Specific to Purchases.
Can I have suppliers in different currencies?
Yes. Each supplier has a default currency; POs and payments use that currency; books reconcile in your reporting currency at locked FX.
What if I receive more than the PO quantity?
Over-receipt is flagged. A manager either approves it (and the supplier ledger updates) or rejects it.
How are payments matched to invoices?
Oldest-first by default. You can override on a payment-by-payment basis to match a specific invoice.
Can I print supplier statements?
Yes — PDF + CSV. WhatsApp share is a one-click on the statement page.
Does it integrate with bank reconciliation?
Yes. Supplier payments hit the bank ledger; bank statement import auto-suggests matches.
What about returns to supplier?
Supplier credit notes are first-class — log the return, the credit, and apply it to a future invoice.
Pairs well with
Modules that work hand-in-hand with Purchases.
Ready to put Purchases to work?
Free to start, no credit card required. Live within an hour.