The Case for Purchase Orders: From WhatsApp Orders to a Proper Paper Trail

Ordering stock over WhatsApp is fast and familiar — but it leaves no structured record of what was agreed, what was delivered, and at what price. When a supplier delivers 90 units instead of 100, or invoices you for a price you did not agree to, there is nothing to refer back to. A Purchase Order (PO) closes that gap.

What a purchase order gives you

A PO is a formal record of what you are buying, in what quantity, and at what agreed price. It creates accountability on both sides of the transaction.

• Financial visibility: You know exactly how much capital is committed to stock that has not yet arrived.
• Delivery accuracy: When goods arrive, your staff can check the physical delivery against the PO line by line and flag shortfalls immediately.
• Automatic stock updates: In Salesense, receiving a PO updates your inventory across all branches — no manual entry required.

The procurement workflow in Salesense

Create a PO under **Procurement → Purchase Orders**. As goods ship, update the status to reflect transit. When the delivery arrives, use **Receive Stock** in your Delivery History to match the physical goods against the PO. This closes the loop and keeps your records accurate without any double entry.