Procurement & inventory guide
Purchasing & stock
Procurement
Purchasing turns BeagleCRM into a light ERP: track stock on the products you buy, record what you spend with each supplier, and raise purchase orders that update stock and bills automatically when goods arrive. Everything here lives behind the Procurement section, so an admin can switch it on or off per team member from the Team page in the main navigation.
Track stock on a product
Open a product and turn on Track stock. Set a reorder level (the point at which the product counts as low) and a cost price — the price you buy at, which is separate from the sell price used on quotes and invoices. You can type a Stock on hand figure on the product form, but the count is never simply overwritten: BeagleCRM works out the difference and records it as an Adjustment movement, so every change is auditable. The product page then carries four tiles — Stock on hand, On order ("On draft or sent purchase orders"), Reorder level and Stock tracking — plus a Recent purchase orders table listing every order this product has appeared on.
Adjust stock & see history
Each product has a stock panel showing on-hand, reorder level, and a Low stock badge when it is at or below reorder. Use the adjust form to add or remove stock (a positive quantity adds, a negative removes) with a reason — Purchase, Sale, Adjustment, Return or Write off. Every movement is listed in the history beneath, whoever or whatever caused it. Negative stock is allowed — it simply shows as low stock.
Record supplier bills
On a supplier profile, the Bills & spend panel lets you record what you are billed. The hero shows spend this year, which counts every bill except voided ones, plus the average bill value and the date of the last bill — those two count paid bills only. It mirrors the figures you already get for customers, but in reverse, for money going out.
Selling moves stock too, without you touching it
Receiving a purchase order is not the only thing that changes a count. When a sales order reaches Invoiced or Completed, BeagleCRM deducts every tracked product line from stock and writes a Sale row into the movement history, referenced to the order number. Reverse the order — cancel it, or void or credit the invoice — and the same quantities come straight back as a Return. Each move happens once: entering that pair deducts, leaving it puts the stock back, and re-saving an order that is already invoiced does nothing, so the count cannot drift. If you see stock fall the moment you invoice, that is this working, not a fault — the movement history names the order that took it.
Raise & receive purchase orders
From Purchase Orders, choose New purchase order, pick a supplier, and add line items. Each line can be linked to a product so receiving the order updates that product's stock. Quantities are whole numbers; line and order totals are calculated for you. Orders are numbered automatically (PO-0001, PO-0002, …); the prefix and next number are set under Organisation Settings → Numbering like every other document series. The list itself can be searched by PO number or supplier and narrowed with the status chips — All, Draft, Sent, Partial, Received and Cancelled — with a Reset button to clear both; longer lists are paged 25 at a time.
Receiving is the moment everything connects
Open a draft or sent purchase order and you get a receive panel listing every line with Ordered, Received and Receiving now columns. The Receiving now boxes default to whatever is still outstanding, so accepting a full delivery is one press of Receive & update stock; to record a part delivery, simply type the quantities that actually turned up. Product lines are added to stock and — unless you untick Also record a supplier bill for the value received — a supplier bill is created for the value of the units received in this receipt, not the order total, linked back to the PO and feeding your supplier spend.
If anything is still outstanding the order becomes Partially received (the Partial chip on the list), the Line items table shows the running Received figure per line in amber, and the panel comes back headed Receive more of this order so you can book the rest in when it arrives. Each receipt raises its own bill, so a delivery split across three drops leaves three bills that add up to the order. Once every line is complete the order is Received, and a received order cannot be edited or received again, so stock can never be double-counted.
Until then, Edit on the order changes its supplier, lines, dates and notes — changing the supplier clears the product links on existing lines, with an amber notice to say so, because the new supplier may not stock them. A draft nobody needs can be deleted by an admin with Delete draft, while a sent order is cancelled instead so the document the supplier holds stays on record. Receiving also records what this supplier charged for each product as its last cost, so the next order from them starts from the real price.
Picking products on a purchase order
The line picker only offers products the chosen supplier is linked to — preferred or not — and shows their SKU and last cost beside each result. The unit cost defaults to what that supplier last charged (falling back to the product's cost price). If the quantity is below the supplier's Min. order qty or isn't a whole number of its Pack size you'll see an amber hint; it never blocks the order. Both figures are set per supplier on the product page's Suppliers panel. A Raise PO shortcut also fills the expected delivery date from the preferred supplier's lead time.
If the search finds nothing, the dropdown offers to Create "<what you typed>" as a new product for this supplier. That opens a short product form, and saving it creates the product already linked to this supplier and drops it straight onto the line — so a product you have never bought before does not send you off to the Products page mid-order.
The purchasing dashboard
The top of the Purchase Orders page shows at-a-glance tiles: spend this month and this year, outstanding bills, low-stock items, draft POs, and your total stock valuation (on-hand × cost price). A top-suppliers-by-spend list sits alongside so you can see where your money goes. The main dashboard's Needs attention list picks up the same ground with Overdue supplier bills, Late deliveries (sent purchase orders past their expected delivery date) and Low stock.
Low-stock alerts
Once a day BeagleCRM checks your tracked products. When any fall to or below their reorder level, it leaves a quiet note on the relevant supplier — the one you would reorder from — listing the affected items. No inbox noise; the reminder is waiting where you act on it.
Purchasing reports and exports
Reports carries a Purchasing tab alongside the others. Pick a date range and it shows spend, stock valuation, product revenue and gross margin as headline figures, then Spend by month, Top suppliers by spend, Margin by product and Stock movements broken down by reason. Three exports sit with them — Purchase orders CSV, Bills CSV and Stock ledger CSV — each honouring the same dates, for anyone who wants the raw rows in a spreadsheet. The tab only appears for people who have the Procurement module.
Who can see purchasing
Purchasing is part of the Procurement module. Admins and Agents can raise and receive orders and record bills. Viewers can see purchase orders, products and stock, but cannot change them — the adjust-stock form tells them so — and the Bills & spend panel on a supplier is hidden from Viewers altogether. Deleting a draft purchase order or a supplier bill is admin-only. An admin can hide the whole section from a team member by switching off Procurement for them on the Team page. Organisations that don't buy stock can simply ignore it.
