Create purchase orders, receive stock, and track vendor bills in one place.

Nexlymate's purchase order system connects your buying workflow to your inventory and vendor accounts. Raise a PO, receive the goods, generate the vendor bill, and track what is owed — without switching to a separate accounts payable tool.

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Nexlymate purchase order management showing PO status and vendor billing

The purchase order lifecycle

A purchase order in Nexlymate starts as a formal request to a supplier for a defined quantity of items at agreed prices. It progresses through approval, delivery, goods receipt, and billing. Each stage is tracked so you always know the status of every open PO — what is ordered, what has arrived, what has been billed, and what is still outstanding.

Creating a purchase order

Select a vendor from your vendor list — their price list populates item costs automatically
Add items from your catalog with quantities — stock will be added to the correct warehouse on receipt
Set expected delivery date, delivery terms, and any specific instructions for the supplier
Send the PO directly to the vendor by email from within Nexlymate
PO status updates through Sent, Confirmed, Partially Received, Fully Received, and Billed stages

Receiving stock against a PO

When goods arrive, you open the purchase order in Nexlymate and record what has been received. You can receive partial deliveries — if only part of the order arrived, the PO remains open for the outstanding quantities. The received items are added to your inventory immediately, at the purchase price recorded in the PO.

Vendor bills and payment tracking

Once goods are received, Nexlymate generates a vendor bill from the PO automatically. The bill is due for the amount corresponding to the received goods, at the agreed prices. You record payments against the bill as they are made, and Nexlymate tracks the outstanding balance. You always know how much you owe each vendor and for which deliveries.

Why this replaces manual tracking

Tracking purchase orders in a spreadsheet means the inventory update, the vendor bill, and the payment record are three separate manual entries. If any one of them is missed or updated incorrectly, your stock, your vendor payables, and your financial records diverge. Nexlymate keeps all three in sync because they flow from the same PO record.

Ready to manage your purchasing properly?

Start your free trial and raise your first purchase order today.