Available now in the desktop program
Not every shop wants its buying online. From version 5.7.0, the buy-once CreekPOS desktop program keeps purchase requests, approvals, the order, the supplier's invoice checked against what arrived and supplier ageing on one PC, without the internet.
Say a building-materials shop in Sharjah runs the CreekPOS desktop program on one PC in its back office. The manager, the storekeeper and the owner all order from suppliers, and the owner learns what was bought when the invoices arrive. The owner wants approvals and a check on every invoice, on the PC the shop already has, and without a monthly subscription.
The buy-once desktop program 5.7.0 brings the procurement flow of CreekPOS Online to one PC, offline, in Desktop Gold and Desktop Platinum. A manager switches it on in Settings → Features ("Procurement: purchase requests, approvals and the supplier invoice matched with the order"), and a Procurement button appears in the top bar. Switching it on switches purchase orders on too.
New request: products from the product list (search or scan), or a Free-text line for something not on the list; a quantity, an estimated cost each (the product's cost to start with), the date needed, a note and a suggested supplier. Requests have their own numbers: PR-1, PR-2…
In Procurement settings you set two amounts. A request up to the first is approved as it is sent. Above the second, or past a firm budget, it needs two approvals by two different people. In between, one approval is enough. You can tick who gives the first and the second approval; if nobody is ticked, anyone with the approve right and the managers.
Monthly budgets are set per category, or for the whole month ("All categories (the month)"). Passing a budget shows a warning; passing a firm budget needs two approvals.
The approver sees the lines, the budgets and the whole history, and chooses Approve, Return for changes or Reject, with a note. A returned request is changed by the person who asked and sent again (Change and send again); the approvals start over and the history keeps everything. An approval is always the signed-in person's own, so the history carries the right name.
On an approved request, Make the purchase order: one order to one supplier, or one per line's supplier. Each opens in the purchase-order screen you already use, filled in with the lines at their estimated costs, the supplier, the request's number in the note and the date needed. It is saved with the orders' own numbers, PO-1, PO-2…, and prints as before. A free-text line cannot go on an order until its product is in the product list, so CreekPOS names it and leaves it out. Receiving stays the receiving you know: against the order, in several deliveries if need be.
Supplier invoice: pick the order, then type the supplier's invoice number, the date, the VAT (none, on top or inside the prices) and the total as printed. The lines start as what was received and not billed yet. Match and save compares them with the order and the deliveries, within the price and quantity tolerances you set. If they match, the invoice is posted, and, when supplier accounts are on, the supplier's account takes the difference from what the deliveries booked. If not, it waits in Invoices to check, where you choose:
The same supplier's invoice number twice is refused.
Supplier ageing spreads what you owe each supplier into not due, 1–30, 31–60, 61–90 and over 90 days, with the supplier's account one click away. The Procurement home has four lists: Open requests, Waiting for my approval, Orders not received (the late ones in red) and Invoices to check. A request, an invoice's match and the ageing print on the receipt printer.
Three rights in Settings → Users: Raise purchase requests, Approve purchase requests and invoice differences, and Record and match supplier invoices. A cashier has none of them until you give them, and a cashier with only the first sees just their own requests. The procurement files go into the backup and come back with a restore.
Quotes from several suppliers by link stay in CreekPOS Online (see supplier quotes by link), and so do delivery notes with damaged goods, the AI invoice reader, Books bills, and the owner alerts and Ask your shop for procurement. If you move to CreekPOS Online later, the purchase orders come with you, but the requests and supplier invoices stay on the PC.
None of this is AI: the amounts, the steps and the match are exact rules you set.
Download the desktop program 5.7.0 and read the manual section. For the online edition, read purchase requests and approvals and the three-way match.
This article is general information as of its date, not legal or tax advice. Rules change; check the official source or ask your accountant before acting.
When three people order stock for the same shop, money leaks: double orders, the wrong supplier, an urgent "just approve it" on WhatsApp. Procurement in CreekPOS Online turns that into requests priced at the supplier's list, approvals by amount and monthly budgets per category.
A supplier's invoice that bills ten cartons when nine arrived, or a price a little higher than agreed, costs real money over a year. The three-way match checks each invoice against the purchase order and the delivery note before it is booked, and holds the ones that differ.
Getting quotes usually means calls, voice notes and prices scribbled on a box. With Procurement, each supplier gets its own link, types its price and delivery date on the phone, and you see every quote side by side, the cheapest per line marked. One tap turns the best quote into the order.
CreekPOS Online free for 14 days, or the program on your PC for 7 days. Every feature, no card.
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