Purchase

Fill a Purchase from Supplier Items or Low Stock

Fill from supplier is a bulk line-entry aid, not an automatic order decision. It uses the selected supplier and active branch; low-stock mode includes tracked items at or below their item reorder point, or the device's fallback low-stock range.

Menu path
Purchase -> Purchases -> New Purchase -> select Supplier -> Fill from supplier
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/receivings_write.html Fill from supplier controls, frontend/static/script/js/modules/js/receiving_add.js autofillFromSupplier, api/src/controllers/items.controller.js getItemsBySupplier permission and request context, api/src/repositories/item.repository.js getItemsBySupplier filters threshold result cap and incoming context, api/tests/unit/repositories/item.repository.test.js supplier and low-stock query contracts

Choose a supplier before autofillThe all items and low-stock items links use the supplier selected on this purchase.
Review every generated lineAutofill supplies candidate lines; the operator still owns quantity, cost, tax and duplicate-order review.
Check existing incoming purchasesReview open and partial purchases before placing another supplier order.

Choose the Fill Mode

ModeWhat Posnic addsUse when
all itemsUp to 500 active, non-instant items linked to the selected supplier and active branch.Building a regular supplier order from a trusted supplier catalog.
low-stock itemsOnly linked items that track inventory and are at or below their reorder threshold.Reorder points and on-hand quantities have been reviewed.
Manual searchOnly the item selected by name, SKU or barcode.The order is small or supplier links are incomplete.
Purchase orderPlanned incoming lines without immediate stock movement.Goods have been ordered but are not physically received.
Direct purchaseLines intended for a received purchase.Goods are physically present and checked.

Fill the Purchase Safely

  1. Open Purchase -> Purchases and check for open or partially received orders from the same supplier.
  2. Start New Purchase and select the exact supplier.
  3. Choose all items for a full supplier catalog fill, or low-stock items for threshold-based candidates.
  4. Wait for the success message showing how many item rows were added.
  5. Review every generated item name, unit, current stock and incoming quantity.
  6. Remove items that should not be ordered or received.
  7. Enter the real quantity for each retained line; autofill initially uses the item's normal row quantity behavior, not an approved reorder quantity.
  8. Verify cost and tax against the current supplier quote or invoice.
  9. Save as an order when goods are pending, or save as received only after physical counting.

How Low Stock Is Selected

RuleCurrent behaviorOperator implication
Inventory trackingItem must have Track inventory enabled.Services and untracked products are excluded from low-stock fill.
Item reorder pointWhen present, the item's own reorder point wins.Different products can trigger at different quantities.
Fallback thresholdUses the device's stored notification range; missing or invalid values fall back to 10.Two devices can produce different low-stock candidates when local settings differ.
ComparisonAvailable quantity less than or equal to the threshold is included.An item exactly at its reorder point is low stock.
Available quantity conversionInvalid or missing stock values are treated as zero for the comparison.Investigate malformed stock data instead of blindly ordering it.
Incoming quantityExisting open-order quantity is returned as display context.Subtract or account for incoming stock before placing another order.

Scope and Exclusions

  • A valid supplier is required; Posnic refuses an unscoped supplier query.
  • Results are limited to the active branch and current license.
  • Deleted items are excluded even if they were previously linked to the supplier.
  • Instant items are excluded from the purchasable supplier list.
  • The response is capped at 500 items, so very large supplier catalogs need manual review or a narrower process.
  • Only the primary supplier link stored on the item is used by this query.

Duplicates and Existing Lines

Autofill reuses the normal receiving add-line path. If the same item is already on the purchase, its quantity is incremented rather than creating a second visible line.

  • Do not click an autofill link repeatedly while waiting for the first request.
  • After autofill, compare every quantity with the intended order quantity.
  • If a manually added item is also supplier-linked, expect its line quantity to increase.
  • Incoming stock is context only and is not automatically deducted from the quantity entered on the new line.
  • Use the purchase list and open document before ordering to prevent duplicate supplier commitments.

Clean the Supplier-Item Setup

  1. Open the item record when an expected product is missing from supplier fill.
  2. Confirm the item belongs to the active branch and is not deleted.
  3. Confirm its Supplier is the supplier selected on the purchase.
  4. For low-stock fill, enable inventory tracking and enter a reviewed reorder point where product-specific control is needed.
  5. Correct available stock through receiving, inventory count or an approved adjustment.
  6. Return to New Purchase, reselect the supplier if needed and run the fill once more.

Troubleshooting

Message or symptomLikely reasonControlled response
Choose a supplier firstNo valid supplier is selected.Select the supplier before using either fill link.
No items linked to this supplierNo eligible active items use that supplier in this branch.Review supplier assignment on item records.
No low-stock items for this supplierNo linked tracked item is at or below its threshold.Confirm stock and reorder settings; do not force an order without evidence.
Could not load the supplier itemsRequest, permission, connection or server processing failed.Keep the purchase unsaved, refresh once and report the repeated error.
Expected item is missingWrong supplier, branch, deleted/instant item, or result cap.Inspect the item record and use manual search when appropriate.
Too many items were addedall items was used or supplier links are overly broad.Remove unwanted lines and correct supplier assignments later.
Quantity doubledThe item already existed and autofill incremented its line.Correct the line quantity and avoid repeated fill clicks.
Low-stock list differs by workstationFallback notification range is stored locally.Align device settings or use item-specific reorder points.

Pre-Save Review

  • Correct supplier and active branch are selected.
  • No open order already covers the same requirement.
  • Every retained item is actually supplied by this supplier.
  • Quantities account for on-hand and incoming stock.
  • Units and pack conversions are understood.
  • Costs and tax match current supplier evidence.
  • Order versus Received status matches physical reality.

Related Manual Pages

Purchase Create Purchase Order A purchase order records what the shop asked the supplier to send. It should be reviewed before stock arrives and received only when the physical goods are checked. Purchase Receive Stock Receiving is the point where purchased goods become trusted stock. The operator must match supplier, quantity, cost, invoice total, tax and proof before saving. Purchase Manage Draft Purchase Order A draft is an editable purchasing plan. Placing it marks the plan Ordered and starts incoming-stock visibility, but neither action receives stock into inventory. Purchase Edit Purchase Lines Quantity, cost and tax edits recalculate the purchase immediately. A cost edit also updates the item's stored company price through a separate request; a tax edit changes the current purchase line but does not update the item tax master. Purchase Receive Packs as Units Posnic always stores received stock in the item's base unit. For configured items, the receiving row offers an explicit xN purchase-unit button that multiplies the entered pack count once and recalculates the line. Purchase Purchase List The purchase list is the control desk for incoming stock. Status, expected date, supplier and row preview tell staff what still needs receiving or review. Inventory Low Stock Low Stock is a watchlist driven by current quantity and the branch notification range or item alert settings. It helps operators restock before sales are lost. Inventory Low Stock Alerts Posnic has three related low-stock surfaces with different threshold rules. Set the branch range, add item reorder points where needed and verify each alert surface separately. Catalog Edit Existing Item Item edits affect future searches, scans, sales and reports immediately. Review the whole record, use a counted quantity, and test the result before serving customers.