Suppliers and purchase orders

Operations

Operations

Suppliers and purchase orders

From low stock to a sent order.

The problemReordering means checking stock, finding the supplier and writing the same email every time.

The resultLow items become draft orders per supplier. You check them, send them, and book the delivery in.

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Example with sample data. Nothing here is real.

Step 1 of 4

See what to reorder

Items at or below their reorder level are listed with their preferred supplier and a suggested quantity in ordering packs. An item without a usable supplier is listed with the reason.

What you can do

  • Keep a supplier directory with contact details and payment terms
  • Add a supplier by pasting its website and checking the details the assistant drafts
  • Turn the reorder list into one draft order per supplier
  • Check and edit a draft before anything is sent
  • Send an order by email, or record that you placed it by phone
  • Receive a delivery in full or in part, which raises the stock

Who can use it

Owners, Admins and Managers can use this.

You need permission to view inventory to open the supplier directory. Adding suppliers and drafting, receiving or cancelling orders needs permission to change inventory, and sending an order needs permission to order inventory. Owners and admins hold all three in the standard roles; managers can view the directory.

Ask Heyva AI

  • What do I need to reorder?

  • Draft the reorder orders

  • Receive the delivery for the last order

Questions

Where are the purchase orders?
The portal has the supplier directory. Purchase orders are drafted, sent and received through the Heyva assistant or a connected AI tool, so there is no separate orders screen yet.
Does a draft contact the supplier?
No. Only sending does. Ask the assistant to send only when you are ready, because sending commits the business to pay.
What if my supplier takes orders by phone?
Ask the assistant to set the supplier's ordering method to manual. Sending then sends no email: it records that a person placed the order.
What if a delivery is partial?
Receive the lines that arrived. The order stays partly received until everything is in.
Can I cancel an order?
Yes. A cancelled draft leaves no gap in your order numbers, because a draft never had one.

In more detail

A draft is a plan. A sent order is a commitment. Heyva keeps the two apart so a mistaken draft costs nothing.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_create_supplier
  • heyva_list_suppliers
  • heyva_set_supplier_item
  • heyva_list_reorder_suggestions
  • heyva_draft_reorder_orders
  • heyva_create_purchase_order
  • heyva_add_purchase_order_line
  • heyva_send_purchase_order
  • heyva_receive_purchase_order
  • heyva_cancel_purchase_order

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Last reviewed 31 October 2026