Purchase order software for online stores

An automatic number for each order

Each order takes a sequential number for your account, such as PO-000001, with no typing. Order date and supplier are required. Expected date and notes are optional.

Lines with description, quantity and price

Add as many lines as you need, each with a description, quantity and unit price. Line totals and the order total calculate themselves.

Editable until closed

An order stays editable while it is neither closed nor canceled. After that it is read-only.

Send it to the supplier on WhatsApp

One button opens WhatsApp on the supplier's number with a ready message holding the order number and total, and you press send. The number must be Egyptian.

Draft and Sent

Each new order starts as a draft, and you mark it Sent once it reaches the supplier. Neither status touches stock, accounting or purchasing reports.

Received

A status saying the goods arrived, and it brings the order into purchasing reports. It records no received quantities and adds no stock to any product.

Closed with a supplier invoice

The convert button on a received order creates an approved supplier invoice in accounting and closes the order. It needs an open accounting period, and accounting starts on the Growth plan. Pressing it again does not create a second invoice.

Canceling and filtering

You can cancel an order at any stage before closure, and a canceled order does not come back. The order list filters by status, supplier and date.

A supplier directory

Only the name is required. You can add phone, email, city, governorate, address and internal notes. These are the same suppliers as in accounting, so there are not two lists.

Categories and ratings

Put each supplier in a category you create and rate them from 1 to 5. The list filters by category and rating, and searches by name, phone or email.

A supplier's orders on one page

The supplier page shows the latest 10 purchase orders with that supplier, so you can see past dealings without searching.

Separate permissions

Viewing orders, managing them, viewing suppliers, managing them, and purchasing reports are each a separate permission. A buyer does not need accounting permissions to convert an order to an invoice.

Reorder point

Set a reorder point and a preferred supplier for each product. Products are entered by ID, not by name. The reorder screen lists products at or below their point.

Purchasing reports

Purchase totals and order counts per supplier, per category and per month for a range you choose, with Excel export. Only received and closed orders count, so drafts and cancellations do not inflate the figure.

There is no goods receipt: the Received status does not record quantities that arrived, and partial receiving is not available.

Purchase order lines are free text with no link to a product, so converting to an invoice adds no stock and no inventory cost. Review the invoice entry with your accountant.

Stock is added by a supplier invoice created directly in accounting, with a product ID on each line. That needs a plan with accounting.

The create order button on the reorder screen opens an empty order, and you choose the supplier and type the line yourself.

There is no approval step on a purchase order, no portal for suppliers to respond, and no PDF or email sending.

A purchase order has no tax or freight fields, and the invoice it produces carries zero tax.

Does a purchase order update stock when goods arrive?

No. In Rabehni, the Received status on a purchase order does not move stock, and converting the order to an invoice does not either, because its lines are free text. Stock is added by a supplier invoice created directly in accounting, with a product ID on each line.

What are the purchase order statuses?

Rabehni has five statuses: Draft, Sent, Received, Closed and Canceled. An order moves in order and the system refuses any jump. Closure happens by converting a received order to a supplier invoice. Canceling is available before closure, and closed or canceled orders are read-only.

Can I convert a purchase order to a supplier invoice?

Yes, from an order with the Received status. Rabehni creates an approved supplier invoice for the same total and closes the order, and pressing again creates no second invoice. An open accounting period is required, and accounting starts on the Growth plan. This invoice does not add stock.

How do I send a purchase order to a supplier?

In Rabehni, a button opens WhatsApp on the supplier's Egyptian number with a ready message holding the order number and total, and you press send. You then mark the order Sent yourself. The module has no PDF and no email sending.

Can it tell me when to reorder from a supplier?

Yes, on a screen rather than by message. In Rabehni you set a reorder point and preferred supplier per product, and the reorder screen lists products at or below their point. The system does not create the purchase order on its own.

Can I see how much I bought from each supplier?

Yes. The Rabehni purchasing report shows totals and order counts per supplier, per category and per month for a range you choose, with Excel export. Only received and closed orders count, at the value of their lines rather than an actual invoice.

Which plan includes purchase orders?

The purchase order and supplier screens in Rabehni are not tied to a plan feature, and access uses separate role permissions. The accounting part depends on the plan: converting an order to an invoice, and the supplier invoice that adds stock, both need accounting from the Growth plan.