Supplier Orders

What is it?

The Supplier Orders page is where you prepare, send, and track your restocking orders in Capnio. Think of it as a digital order book: you pick a supplier, add the products you need, specify the quantities, and send everything off.

What makes this module really powerful is that it is connected to your stock. When you receive a delivery and validate it here, the stock level for each product is updated automatically. No need to enter data twice.

Capnio also keeps a complete history of all your orders: you can look up any past order and see what was ordered, from whom, when, and at what price.

What is it for?

• Order products from your suppliers directly inside Capnio
• Scan an invoice with the camera and let OCR fill in the order automatically
• Never forget anything thanks to suggestions for low-stock or out-of-stock products
• Track each order from draft all the way through to full delivery
• Update stock automatically when you receive a delivery
• Keep a full history of everything you ordered, from whom, and when
• Filter and search your orders by status, supplier, or date range

How does it work?

Create an order

There are two ways to create an order in Capnio: manually or by scanning an invoice.

Manual method

1. Click the + New Order button at the top of the page

2. Choose the supplier from the dropdown list. Every supplier you have registered in Capnio appears here. If your supplier is not listed, add them first in the Suppliers module.

3. Add the products you want to order:

   • Click Add a product
   • Select the product from the list (only products linked to that supplier are shown)
   • Enter the desired quantity
   • The unit price is pre-filled from the supplier record (you can change it if needed)
   • Repeat for every product you want to order

4. Add notes if needed (for example: “Deliver before 10 am” or “Handle with care — fragile product”)

5. Review the summary: the full list of products, quantities, unit prices, and the estimated total for the order

6. Save the order as a draft (to come back to it later) or send it directly to the supplier

Tip

Capnio automatically suggests products that are low in stock or out of stock when you create an order. Use these suggestions so you never miss anything.

Scan an invoice (OCR)

This is the feature that saves you the most time. Instead of typing in every product by hand, you take a photo of a supplier invoice and Capnio fills in the order automatically.

1. Click + New Order, then click the Scan an invoice button

2. Take a photo of your supplier’s invoice using your device’s camera (phone, tablet, or webcam). Make sure the photo is sharp and the text is readable.

3. Capnio analyzes the photo using optical character recognition (OCR). The AI reads the text on the invoice and identifies:

   • The supplier name (and selects it automatically if it exists in your database)
   • The products listed on the invoice
   • The quantities for each product
   • The unit prices

4. Review the results: Capnio shows you what it detected. For each line, check that the product, quantity, and price are correct. You can edit any piece of information if the OCR made a mistake.

5. Confirm the order. It is created with all the information extracted from the invoice.

Caution

The OCR scanner works very well with printed, legible invoices. For handwritten invoices or blurry photos, the results may be less accurate. Always take a moment to review the detected information before confirming.

Note

If the supplier detected by OCR does not yet exist in Capnio, you can create it right from the review screen without leaving the order process.

Order lifecycle

Each order goes through several statuses. It is like a journey, from the moment you create the order to the moment you receive the delivery:

1. Draft

When you create an order, it starts in Draft mode. This is your workspace:

• You can add and remove products freely
• You can change quantities and prices
• You can edit notes
• Nothing is locked in — take your time to prepare the order

Drafts are shown with a gray badge in the order list.

2. Sent

When your order is ready, you change its status to Sent. This means:

• You have confirmed the products, quantities, and prices
• The order is considered sent to the supplier (by email, phone, or in person)
• You are waiting for the delivery

Sent orders are shown with a blue badge.

Note

Once marked as “Sent”, the order can no longer be edited. If you need to change something, you will have to create a new order.

3. Received

When the supplier delivers, you change the order status to Received:

• You check that the delivered quantities match what you ordered
• You validate the delivery
• Stock is updated automatically in Capnio
• Incoming stock movements are created in the history for each product

Received orders are shown with a green badge.

4. Cancelled

If you no longer need an order (the supplier cannot deliver, you found another supplier, etc.), you can cancel it:

• The order is marked as cancelled
• No impact on stock
• It remains visible in the history so you have a record

Cancelled orders are shown with a red badge.

Receive a delivery

This is the most important step: when the supplier delivers, you need to record the delivery in Capnio so that stock levels are updated.

1. Open the relevant order from the order list

2. Click the Receive button

3. For each product in the order, check the delivered quantity:

   • If the delivered quantity matches exactly what you ordered, leave it as is
   • If the supplier delivered less than expected, adjust the received quantity
   • If the supplier delivered more than expected, you can adjust as well

4. You can add a batch number and a best-before date for each product (useful for HACCP traceability)

5. Click Validate delivery

Once the delivery is validated:

• The stock level for each product is automatically increased by the received quantities
• Incoming movements are created in the Stock Movements module with the order reference
• The order status changes to Received (green badge)

Tip

If the supplier only delivers part of the order, you can do a partial delivery. Enter only the quantities you actually received. You can record the rest when it arrives.

Order detail page

When you click on an order in the list, you reach its detail page. There you will find:

• The supplier information: name, contact details, address
• The creation date and last modified date
• The current status of the order
• The complete list of ordered products with quantities, unit prices, and line totals
• The total amount of the order
• The number of products and the total number of items (sum of all quantities)
• The notes attached to the order
• Action buttons depending on the status (send, receive, cancel, duplicate)

Filter orders

The order list can grow quickly. To find what you are looking for, use the filters:

Filter	What it does
By status	Show only draft, sent, received, or cancelled orders
By supplier	Show orders from a specific supplier
By date	Show orders for a given period (this week, this month, custom dates)
Search	Look up an order by number or supplier name

Frequently asked questions

Can I order from multiple suppliers at the same time? Each order is tied to one supplier only. If you need to order from 3 different suppliers, create 3 separate orders. It is clearer for tracking and receiving deliveries.

How is the total price calculated? The unit price comes from the product-supplier record (configured in the Suppliers module). The order total is the sum of every line: quantity x unit price.

What if the supplier changes their prices? Update the price in the supplier record. Future orders will use the new price. Past orders keep the old price — that is normal.

The supplier delivered a product I did not order. What do I do? During delivery, you can only validate the products that are part of the order. For an extra product, create a manual incoming movement in the Stock Movements module.

The OCR scanner does not recognize my invoice. What should I do? Make sure the photo is sharp and well-lit. Avoid shadows and reflections. Printed invoices work better than handwritten ones. If the problem persists, create the order manually.

Can I duplicate an old order? Yes. Open the order you want to reproduce and click Duplicate. A new order is created as a draft with the same products and quantities. Adjust what has changed and send it.

How do I know when it is time to place an order? Check for low-stock products on the Control Tower or in the Products list. Capnio also sends notifications when a product falls below its alert threshold.

Pro Tip

Create a template order for each of your suppliers with the products you order most often. When it is time to restock, duplicate that template order and simply adjust the quantities. It is even faster if you use the OCR scanner: snap a photo of the supplier’s delivery note and let Capnio check that everything matches. You will save valuable time every week.