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. Stock-on-hand is never typed in directly: it only ever changes through a recorded stock movement, so every change is auditable.
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 — stocktake, write-off, return, and so on. Every adjustment is listed in the movement history beneath. Negative stock is allowed but flagged.
Record supplier bills
On a supplier profile, the Bills & spend panel lets you record what you are billed. The hero shows spend this year, average bill value, and the date of the last bill, mirroring the figures you already get for customers — but in reverse, for money going out.
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.
Receiving is the moment everything connects
Open a draft or sent purchase order and press Receive & update stock. In a single step BeagleCRM adds each product line's quantity to stock and — unless you untick the box — creates a supplier bill for the order total, linked back to the PO and feeding your supplier spend. A received order cannot be edited or received again, so stock can never be double-counted.
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 purchase orders, 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.
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.
Who can see purchasing
Purchasing is part of the Procurement module. Admins and Agents can raise and receive orders and record bills; Viewers can look but not change. 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.
