Purchase management for superstores and grocery retail in Bangladesh
Purchase orders to suppliers, goods receipt against them, direct bills for cash purchases from the wholesale market, purchase returns for damaged cartons and batch payments to suppliers.
A superstore buys from many suppliers on many terms, with deliveries arriving through the day at a back door where somebody has to check them against an order while the driver waits.
That receiving step is the control point for the whole operation. Goods received but never billed, or billed but never received, are both invisible until somebody reconciles a supplier statement and finds a difference nobody can explain.
What goes wrong for superstores
Everyday problems in this trade, from the industry guide.
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Queues at the evening rush
One slow counter at 7pm empties the shop. Items without barcodes are looked up by name, prices are unclear, and a customer who forgot their wallet holds everyone else up while the bill is redone.
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Cash that does not balance
At closing, the drawer is short and nobody knows which counter or which shift is responsible. Without a per-session report, the loss is absorbed and the same thing happens next week.
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Shelves empty while the godown is full
Reordering is done by walking the aisles. Fast movers run out on a Friday, slow movers pile up, and perishables expire because nobody saw the aging stock until it was too late.
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Prices changed on paper
Market prices for rice, oil and onions move weekly. Updating shelf labels and the billing system separately means the customer is charged one price and sees another, and trust goes with it.
Supplier orders and goods receipt
How Purchase & Suppliers handles it.
Purchase orders to suppliers, goods receipt against them, direct bills for cash purchases from the wholesale market, purchase returns for damaged cartons and batch payments to suppliers.
What you get
The parts of Purchase & Suppliers that matter most here.
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Purchase orders with approval
Purchase orders carry supplier, warehouse, expected date, items and prices. Approve, print or cancel them, and track what has been received against each line so short deliveries are visible.
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Goods receipt (GRN)
Receive goods against a purchase order, in full or in part, into a specific warehouse with serial numbers or batch and expiry captured at the door. Approve and complete the receipt to update stock.
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Bills matched to receipts
Record the supplier bill against the receipt and order, with differences visible before approval. Direct bills cover cash purchases without an order and still post stock and accounting entries.
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Supplier ledger and ageing
Each supplier has a party ledger of bills, payments, returns and credits with a running balance, and aged payables group dues into buckets so you decide who to pay first.
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Automatic accounting and VAT
Receipts and bills post inventory, payables and input VAT entries through account mapping rules, and the bills feed the Mushak 6.1 purchase register in the accounting module without a second entry.
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Supplier payments
Pay bills by cash, bank transfer, cheque, card or MFS, in part or in full, and see the remaining balance per bill. Refunds and supplier credits settle returns and overpayments against future bills.
A working day for superstores
The sequence this trade actually runs, from the industry guide.
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Open counters for the day
Cashiers check in to their counter, opening cash is recorded, and the session starts. Prices and promotions for the day are already in the system.
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Bill customers by barcode
Items are scanned, loose items are picked from the screen, loyalty points are added to the member's account, and payment is taken in cash, card or bKash.
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Restock from the godown
Shelf stock is topped up with a transfer from the godown, and replenishment suggestions are turned into purchase orders for suppliers.
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Receive supplier deliveries
Goods arrive against purchase orders, quantities are checked at the GRN, damaged items are returned and the supplier bill posts to payables.
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Close counters and review
Each counter runs a Z-report and the cash is counted against it. The owner sees sales by counter, outlet and category, and the day's margin.
Questions
Answered plainly, including where the answer is no.
Can receiving staff record a delivery without seeing prices?
Roles and permissions control what each user can see and do, so a receiving user can record quantities against a purchase order without access to costs or the ledger.
How are supplier statements reconciled?
Bills matched to goods receipts, plus the supplier ledger and aged payables, give you the list of what was received, what was billed and what remains unpaid to compare against the statement.
See SORS ERP running on your own numbers
A 30-minute demo in Bangla or English, with your products, your VAT setup and your questions.