Most growing businesses lose more time to purchasing admin than they realise. Reordering, chasing supplier confirmations, manually keying invoices into the accounting package, hunting for the original PO when something doesn't add up — it adds up to days a month. The purchasing module is built to take that work off the table.
The purchase order screen lives next to the orders screen, with the same tabbed structure. Open POs, sent POs, partially received, fully received, closed. Each line carries the supplier reference, the expected delivery date, the cost price, the quantity, and the running balance against what's actually arrived. A click into any PO opens the line items, the supplier contact, the email history, and the matching bill if it's been received.
Raise, send, track
Creating a PO is two steps: pick the supplier, pick the products. The system pulls the cost price from the last purchase from that supplier, the supplier's terms, their delivery lead time, and the VAT treatment for the goods being bought. Resale and not-for-resale lines have separate VAT handling — the not-resale list is configurable and applied automatically when you tick a line.
Sending happens by email straight from the PO screen. The email includes the PO PDF, your terms, and a reply-to that lets the supplier confirm receipt without manual filing. Confirmation, edits, and chases are all logged on the PO history record.
Receiving and three-way matching
When the goods arrive, you receive against the PO. Partial receipts are normal — a PO for 100 units arriving as 80 today and 20 next week stays open and tracked. The stock module updates allocations the moment receipts hit, so any orders waiting on this stock get flagged as ready to dispatch.
Then the supplier invoice arrives. The system three-way matches the bill against the PO and the receipt — if the quantity, price, and supplier all line up, it's posted automatically and pushed to the accounting integration. If anything's off (price mismatch, over-receipt, missing PO reference), it's queued for review with the discrepancy highlighted, so finance only sees the bills that need attention.
Suppliers as a record
Each supplier has their own profile — contact details, payment terms, default delivery address, opening and closing balances, primary VAT treatment, the products they supply with their cost prices, and their full PO and invoice history. You can set ordering preferences (preferred supplier per product), set credit limits, mark suppliers as active or inactive, and run aged-payable reports across the lot.
Accounting, automatic
Approved bills push to whatever accounting package you're running — Iplicit, Xero, QuickBooks, Big Red Cloud, Sage. Each integration is two-way: when you mark an invoice paid in your accounts, that status flows back to the BHF supplier record. When a credit note is issued, it propagates. When a supplier is created in BHF, they appear as a contact on the accounting side with the right VAT and currency settings already populated.
The result is one source of truth: the cost of stock you bought, the bills you've paid, the bills you owe, and the supplier balances. No reconciliation spreadsheet at month-end.
