Purchasing & accounts payable
From purchase order to supplier paid.
Raise an order, receive what actually arrived, match the supplier’s bill to both, and pay it with withholding tax deducted. Each step updates stock and posts to the ledger the moment it happens.
Web and phone app
Procure to pay
Controls a finance team expects
Three-way match
A bill is checked against what was ordered and what was received. Billing for more than arrived is refused, even when two people work at once.
Partial and in-transit deliveries
Receive an order in parts, record goods on their way, and capture expiry dates as stock arrives.
Withholding tax on payments
Deduct WHT as you pay a supplier. It is posted to WHT payable and listed on the WHT schedule.
Goods received, not billed
Deliveries without a bill are accrued automatically, and price differences on the bill go to a variance account.
Returns and supplier credits
Return goods and receive a credit, then use it on the next bill or record the refund.
Segregation of duties
Separate permissions for who raises orders, who receives goods and who pays suppliers.
In detail
Everything in purchasing
Suppliers
- Payment terms, tax ID and bank details
- Opening balances
- Balance always calculated from open bills and credits
- Purchases by supplier report
Orders and deliveries
- Draft, sent, partly received, closed short, cancelled
- Goods received notes
- In-transit deliveries
- Over-receipt refused
- Expiry dates captured on receipt
Bills
- Bills against an order or direct
- Charges, discounts and rounding
- Price variance tracked
- Due dates from supplier terms
Payments
- Oldest-due-first allocation
- Partial payments
- Withholding tax deducted
- Overpayments become supplier credit
- Payments can be voided on the record
Payables overview
- What you owe, overdue, due today and due in 30 days
- AP ageing by supplier
- Received but not yet billed
- Earlier restocks marked paid in bulk
Supplier invoices, read for you
- Photograph or upload a PDF invoice
- Lines, quantities, costs and supplier read automatically
- Review the draft before anything is booked
- Price the delivery by a markup in one step
FAQ
Questions people ask
Does Stockwaka support three-way matching?
Yes. A bill is matched to the purchase order and to what was received. Billing for more than was received is refused.
Can I deduct withholding tax when I pay a supplier?
Yes. WHT is deducted at payment, posted to WHT payable and listed on the WHT schedule for remittance.
Can Stockwaka read a supplier invoice?
Yes. Photograph it or upload the PDF; the lines, costs and supplier are read into a draft you review before it is booked.
Who can approve purchases and payments?
Permissions are separate for raising orders, receiving goods and paying suppliers, and each can be limited to chosen branches.
See it on your own numbers.
Book a demo and we will walk through your stock, your branches and your books — or start free and set it up yourself.