For Partners and Agents
Procurement: Purchase Request, Purchase Order, and Goods Receipt
Partner and Agent shops buy goods from vendors through a proper flow: an approved Purchase Request becomes a Purchase Order, then goods are received and stock goes up.
Updated · Procurement
https://satupack.com/en/bantuan/pengadaan-pr-po-terima-barang
The Seller Center and the apps are shown in Indonesian. Menu and button names in bold are the exact labels you will see, with the English meaning in brackets where it helps.
Steps
Set the Stok level (stock level) and Reorder qty of each variant in the Produk dan Stok menu. The Pengadaan (Procurement) menu only exists for Partner and Agent shops.
Open Purchase Request. Press Buat PR dari stok menipis (create a PR from low stock): tick items one by one and change the quantity, or press Buat PR otomatis for every item below its level. The suggested quantity is the gap up to the level, rounded up to a multiple of the Reorder qty. For other items use PR manual.
If an item is already in another active PR, a warning appears: choose Lewati yang sudah ada (skip those), Tetap buat PR (create anyway), or Batal (cancel). PR numbers are automatic, e.g. PR-202610-0001.
Open the PR details (the triangle at the left of the row), check the quantities, then Ajukan (submit). The shop owner or a member with the Pengadaan (Setujui) right presses Setujui (approve) or Tolak (reject, reason required). The creator or submitter cannot approve their own PR, unless they are the shop owner.
On an Approved PR, tick the items to buy now, press Proses ke Purchase Order, then pick a vendor from the Daftar Vendor or add a Vendor baru. One PO is created for that vendor; items you did not tick stay waiting and can go to another vendor.
In Purchase Order (under the Vendor menu), fill in each item's unit price, discount, VAT, shipping cost, required date, payment terms, and note, then Simpan (save). You may change a quantity from the PR if you write the reason. The total is calculated live.
Send the document with Kirim lewat WhatsApp or Kirim lewat email to the vendor or to anyone else (type the number or email). Those links only carry a text summary: first Unduh PDF (download), then attach it yourself in WhatsApp or email. Every send, download, and print is logged.
When the goods arrive, open the PO and press Terima barang (or use the Terima Barang menu). Enter the quantity received in good condition and the rejected or damaged quantity (reason required). Only good items add to stock. Partial and repeated receipts are fine; the PO becomes Selesai when everything is met, or use Tutup Purchase Order with a reason if the rest will not be delivered.
Each receipt creates a Goods Receipt document (TB-202610-0001) that you can download as a PDF. The Purchase List menu shows the history of PRs, POs, and TBs with filters for vendor, item, status, and date; click a document number to see the trail from PR to stock, or Ekspor CSV.
Tips
- Grant the rights in User Access with the Kustom (custom) package: Pengadaan (Beli) to create PRs, vendors, POs, and to receive goods; Pengadaan (Setujui) to approve PRs. They are separate on purpose so a creator cannot approve their own PR.
- Each shop runs its own procurement: an Agent's PR is not approved by its parent Partner. Every event is logged permanently and shows up in the Log aktivitas menu.
- Rejected or damaged goods do not enter stock and still count as outstanding on the order until the vendor replaces them or the PO is closed.
Common questions
Why is there no Setujui (approve) button on my PR?
You cannot approve a PR you created or submitted yourself, unless you are the shop owner. Ask the owner or a colleague with the Pengadaan (Setujui) right to approve it.
Is the PDF sent automatically through WhatsApp or email?
No. The web only opens WhatsApp or email with a text summary. Download the PDF, then attach it manually (paperclip icon) before you press send.
If goods arrive twice, does the stock double up?
No. Each arrival is recorded once as its own Goods Receipt document, and the quantity cannot exceed what is still outstanding unless you tick Lebih kirim (over-delivery).
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Related guides
- Stock level and reorder quantitySet the stock threshold that triggers a reminder and the quantity suggested for reordering.
- Low-stock notifications and your responseGet notified by email and WhatsApp when stock reaches its level, then record your response.
- User Access: managing the team and rolesInvite staff with a code, set their permissions, and remove them when needed.
- Manage stock: add, reduce, and stock countRecord every stock change with history, from incoming goods to a physical stock count.
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