Procurement
Manage suppliers, raise and track purchase orders, receive goods into inventory, and allocate landed costs — all in one place.
Suppliers
The supplier list is the master record for everyone you buy from. Each supplier record stores:
- Contact details — name, email, phone, address.
- Default currency and payment terms (e.g. net 30).
- Default lead time in days — used by MRP when planning replenishment.
- Linked variants — the SKUs you source from this supplier and at what cost price.
- Purchase order history and outstanding AP balance.
Purchase orders
A purchase order (PO) is a formal request to buy goods or services from a supplier. In Kayan, a PO passes through the following stages:
- Draft — being prepared. Not yet sent to the supplier.
- Sent — the PO has been sent and is awaiting delivery.
- Partially received — some line items have arrived; others are still in transit.
- Received — all line items have been received and goods are in inventory.
- Closed — finalized and locked.
- Cancelled — voided before any goods were received.
MRP-suggested POs
When the MRP engine identifies a material shortage, it generates a suggested purchase order pre-filled with the required variant, quantity, and target delivery date. You review and confirm it in one click.Receiving goods
- 1
Open the purchase order
Go to Procurement → Purchase Orders and select the PO you are receiving against.
- 2
Record received quantities
For each line item, enter the quantity actually received. You can receive a partial quantity and come back later for the remainder.
- 3
Assign to a location
Select the inventory location where the goods will be stored. Stock is immediately added to on-hand at that location.
- 4
Confirm the receipt
Kayan posts the accounting entry: Dr Inventory (at cost) / Cr Accounts Payable. The weighted average cost for affected variants is recalculated.
Landed costs
Landed costs are the additional costs to get goods from the supplier to your warehouse — freight, customs duties, insurance. Allocating landed costs correctly ensures your inventory valuation and COGS are accurate.
After receiving a PO, you can add landed cost lines (freight invoice, customs clearance, etc.) and choose an allocation method:
- By quantity — splits the landed cost equally across each unit received.
- By value — splits proportional to the goods value of each line item.
- By weight — splits proportional to the declared weight of each line item.
Once allocated, the landed cost is rolled into the weighted average cost of each received variant.
Amazon Vendor Central
If you sell to Amazon as a 1P (first-party) supplier, Kayan can pull Amazon Purchase Orders directly from the SP-API and convert them into sales orders automatically. See the Amazon Vendor Central integration guide for setup and full details.