Track supplier orders, deliveries and what you owe
Raise purchase orders to your suppliers, approve them before money is committed, receive each delivery straight into branch stock, and record what you pay against the order it settles. Shipping and clearing land in the cost of the goods, where they belong.
- Approve before you commit
- Receive in parts
- Shipping in unit cost
From the Starter plan · Approvals and landed costs on Growth
PO-0318
40 of 60 in
Partly received
Owed to suppliers
₦420,000
Why supplier management protects your margin
A price agreed on the phone and forgotten, a delivery that came short, freight nobody added to the cost. None of these show up until the profit does not, and by then the trail is cold.
Approved before it is spent
An order is submitted and then approved or rejected by someone allowed to, before any goods are received against it. A branch manager can prepare orders without approving their own spending.
Matched to what arrived
Deliveries are recorded line by line as they come in. Only what arrived goes into stock and onto what you owe, so a short delivery never becomes a full payment.
The cost, all of it
Shipping, clearing and transport on an order are spread across the goods, so each unit carries its real cost into your stock value and the profit on every later sale.
How purchasing works in Niimbu
Add your suppliers
Contacts, terms and bank details, whether they bank in Nigeria or abroad.
Raise the order
What you want, how many, at what price, and when you expect it.
Approve and receive
Approve the order, then record each delivery against it as it arrives.
Pay and close
Record payments against the order, and close it once it is settled.
One purchase order, from order to last delivery
The order shows what was agreed, who approved it, what has arrived line by line, what has been billed and what has been paid. When the supplier calls about money, the answer is on one screen.
PO-0318
Adeyemi Textiles
Approved by Tunde · Expected Fri
Partly receivedKaftan, navy
40 of 60
Silk headwrap
120 of 120
Order total
₦1.38m
Billed so far
₦920k
Paid
₦500k
Received stock went straight onto the Ikeja shelf
Shipping belongs in the price of the goods
Freight and clearing paid separately and booked as an expense make imported stock look more profitable than it is, and every price set afterwards inherits the mistake. An order can carry those costs, and they are spread across the goods it brought in.
- Shipping and clearing on the order
- Spread into each unit's cost
- Carried into stock value and profit
Cost of goods
PO-0318
Goods
₦1,200,000
Shipping and clearing
₦180,000
Kaftan, navy, per unit
₦7,667 was ₦6,667
Margins are worked out on the real cost, shipping included
What you owe, as a figure rather than an argument
A supplier's balance is what received goods have billed you less what you have paid. Every payment is recorded against the order it settles, by transfer, cash, card, POS or cheque, and a mistaken payment is reversed with the reason kept rather than deleted.
- Balance owed per supplier
- Payments recorded against the order
- Reversals kept with a reason
Suppliers
Owed
Adeyemi Textiles
2 orders open
₦420,000
Kano Fabrics Ltd
Settled
₦0
Guangzhou Trims Co.
Bank details: SWIFT
₦1,860,000
Every payment is recorded against the order it settles
Supplier notebook vs supplier management software
The usual way
- Orders placed on WhatsApp, prices remembered
- A short delivery noticed when the shelf is empty
- Freight booked as an expense, cost price understated
- What you owe a supplier settled by argument
- Branches buying without anyone approving
With Niimbu
- Every order written down, with the agreed price
- Deliveries received line by line against the order
- Shipping inside the cost of each unit
- A balance per supplier from received goods and payments
- Orders approved before money is committed
Supplier management features
Supplier records
Contacts, terms and Nigerian or international bank details.
Purchase orders
Lines, prices, expected dates, notes and terms.
Approvals
Submit, approve or reject, with who did it on record.
Partial receiving
Each delivery recorded against the lines it covers.
Straight into stock
Received goods go onto the receiving branch's shelf at cost.
Landed costs
Shipping and clearing spread across the goods.
Supplier payments
Transfer, cash, card, POS or cheque, against the order.
Reversals
A mistaken payment undone, with the reason kept.
Needs attention
Orders awaiting approval and deliveries running late.
Pay for what arrived, not for what was promised.
Most supplier disputes are about a delivery that did not match the order. Receiving against the order, line by line, settles them before they start.
Supplier management by type of business
Import and export
Freight and clearing inside the cost of every imported unit.
Retail and supermarkets
Many suppliers, frequent deliveries, and orders that arrive short.
Pharmacies
Regular reorders from distributors, received branch by branch.
Building materials
Bulk orders delivered in loads, paid in stages.
Manufacturing
Raw materials ordered, received and costed properly.
Purchase order software
See how Niimbu compares with ordering on WhatsApp and a notebook.
Purchase order pricing from the Starter plan
Keep suppliers on the free plan. Starter adds thirty purchase orders a month. Growth makes them unlimited and adds approvals, landed costs and stock that updates as goods arrive.
- No setup fee
- No charge per supplier from Starter
- See plans on the pricing page
Frequently asked questions
Which plan includes purchase orders?
Suppliers can be kept from the free plan. Purchase orders start on Starter with thirty a month. Growth makes them unlimited and adds approvals, landed costs and stock that updates as goods arrive.
Can I receive part of an order?
Yes. Each delivery is recorded against the lines it covers, and the order shows what has arrived and what is still to come. Only what arrived is added to stock and to what you owe.
Does receiving update my stock?
Yes, on plans with stock tracking. Received goods go onto the shelf of the branch that took them, at the cost on the order.
Can I pay a supplier from Niimbu?
Payments are recorded against the order they settle, by whatever method you used. You can send the transfer from your Niimbu business account, then record it against the order.
Can suppliers be outside Nigeria?
Yes. A supplier can carry Nigerian bank details or international ones, including IBAN, SWIFT, ACH, sort code and mobile money.
What happens if I record a payment by mistake?
You reverse it. The reversal is kept beside the original with the reason, so the supplier's balance is corrected and the history stays complete.
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