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Purchasing & stock

Know what you ordered, what arrived and what you owe.

Raise requisitions and purchase orders, record goods as they arrive, and pay the bill only for what was ordered and received. Handle supplier payments, staff expense claims and petty cash, and keep stock counted in every location.

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How it works day to day

For businesses that buy, hold or resell goods, and for teams that need spending approved before it happens.

  1. 1

    Ask for what you need and get it approved.

  2. 2

    Order, receive the goods and match the supplier’s bill.

  3. 3

    Pay in a batch, and see your stock and its cost.

Inside Purchasing & stock

What it does

Purchasing

Requisition, order, goods received, bill. Each step is its own document with its own number, and each one is checked against the one before so you only pay for what you asked for and got.

Full feature guide →
Requisitions
Internal requests with their own numbers and approvals, so spending starts with someone saying yes.
Purchase orders
Orders to a supplier with lines, prices and tax, approved before they go out.
Budget awareness
An order is counted against the budget line it belongs to, so you see what is committed before the bill arrives.
Goods receipts
Record full or part deliveries. Stocked items are added to the stock ledger at the cost on the order.
Three-way matching
The bill is checked against the order and the receipts. Anything received but not yet billed is listed, so nothing sits unrecorded.
Numbered and traceable
Requisitions, orders and receipts are numbered without gaps, and each links back to the document before it.

Bills and suppliers

Enter a supplier’s bill, get it approved, and pay it. Pay one at a time or put a month’s bills in a batch and download the file for your bank. Everything lands in your books as you go.

Full feature guide →
Suppliers and ageing
A record for each supplier with their bills and payments, and aged payables showing what is due and how late it is.
Payment batches
Group bills, approve the batch once, and download a CSV for the bank in a generic layout or in NIBSS or GTBank layouts. Suppliers with missing bank details are flagged before you upload. Marking the batch paid records every payment together.
Payments in advance
Pay a supplier before the bill arrives. The advance waits as a balance and is applied when the bill comes in.
Supplier credits
When a supplier credits you for returned or wrongly billed goods, record it and apply it to a bill.
Withholding tax
Hold back withholding tax when you pay a supplier, and keep a schedule of what you owe the authority. Tax withheld from you by customers is recorded as well.
Payment vouchers
A request to pay money out, with who, how much, what for and how it is coded. It is approved, then paid, and the expense and the payment are booked at those two steps.
Two sets of hands
The person who enters a bill and the person who approves it can be different people, and nobody approves their own.

Expense claims and petty cash

A staff member spends their own money for the business, or takes cash for a trip. Claims, advances and the office cash box each have a record, an approval and an entry in your books.

Full feature guide →
Expense claims
Employee reimbursements with a line for each expense, an approval and a payment.
Cash advances
Record cash given to someone up front for a trip or a purchase. It is booked as owed back by that person until it is cleared.
Petty cash floats
A cash box with a limit. Top it up from the bank and spend from it with vouchers. The balance of each float is read from the ledger.
Coded as you go
Each line picks an expense account, so claims show up in the same reports as bills.

Stock

Turn on stock for the products you keep. KudiBooks counts what comes in and goes out, keeps an average cost, and records the cost of each sale when you issue the invoice.

Full feature guide →
Many locations
Keep a level for each store or shop, and move stock between them with a transfer.
A ledger of every movement
Nothing is overwritten. Each receipt, sale, transfer, write-off and count correction is a line you can read back.
Average cost
Stock is valued at the weighted average of what you paid. The value on any past date comes from the movements up to it.
Counts
Count a location and post the differences. Items that went negative are flagged so you know to count them.
Re-order levels
Set a level per item and see what is running low.
Invoicing is never blocked
You can invoice an item even if the count says none is left. It is flagged for a count instead of stopping the sale.
Opening stock from a file
Bring your starting quantities in from a CSV. The file is checked before anything is saved.

Before you get started.

Practical answers about what you can do with purchasing & stock.

Is there a request-for-quotation or tender process?

Not yet. You can compare quotes yourself and raise the order. Tenders, supplier onboarding and a procurement plan are not built.

Can I return goods to a supplier?

Not as a purchasing document yet. A supplier credit records the money side.

Does KudiBooks pay my suppliers?

No. It prepares the amounts and a bank file, and records the payment. You upload the file or make the transfer at your bank.

Which bank file formats are supported?

A generic CSV, and CSV layouts for NIBSS and GTBank. Other banks’ own formats are not built, so you may need to reformat the file.

Can a claim need approval?

Yes. Claims are approved before they are paid, and you can write an approval rule by amount to decide who approves the larger ones.

Does it read receipts from a photo?

Not yet. You attach the receipt and enter the amounts.

Does it value stock by FIFO?

Not yet. Stock is valued at weighted average cost. FIFO, batches, serial numbers and expiry dates are not built.

Does it connect to a till or an online shop?

No. Stock is moved by invoices and by the documents you record in KudiBooks.

The rest of the workspace

Invoicing & payments →

From a quote to money in the bank, and who still owes you.

Accounting & reports →

Books that add up, tax that is ready, reports on demand.

Budgets & controls →

Budgets, approvals, access and a record of who did what.

Clients & projects →

Keep relationships and delivery connected.

People & payroll →

Staff records, leave, payroll, remittances and letters.

Team chat →

Channels, calls and client channels beside the work.

Social media management →

Every brand. One shared content workspace.

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