Inside Refillo / Purchase planning
The useful question is not just how much you sold. It is how much usable stock you will have until another delivery can arrive, and what you need to buy within your supplier’s rules.
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Refillo reads sales history and stock for each location, considers stock on the way and estimates demand. Products that sell steadily, intermittently or under a promotion need different treatment. Missing supplier or cost details are surfaced so you can fix the inputs that hold a plan back.
Supplier lead times, order days and cut-offs determine the next chance to replenish. The plan includes spare stock for uncertainty and uses the product’s planning settings. For fresh products, expiry can reduce usable stock even when the shelf count still looks high.
Quantities are adjusted to pack sizes, minimum quantities and applicable supplier order rules. Rounding is not always upwards: constraints can change the final quantity in either direction. The order shows the suggested units, cost, shelf stock and incoming stock, with urgent lines called out first.
A missed order day can push the next delivery back. Refillo estimates which products would run short over that extra interval and the margin at risk. Use this to prioritise an order or investigate an earlier supply option; a normal order cannot erase a shortage that begins before it arrives.
Change quantities where your knowledge adds context. Review and send opens the prepared purchase order and shows the recipient, email and PDF contents before the final send. Opening that review can start a draft; the proposal, started order and sent order are different states. In this review flow, nothing is emailed until you confirm the final send.
Enable automatic draft creation so the nightly calculation prepares purchase orders. Routine quantities do not need to be rebuilt by hand. Require an owner or manager to approve prepared orders. Check the lines, change quantities and confirm before the supplier is contacted. The current no-approval setting marks a created PO as sent, but does not email it automatically. Its PDF must still be sent to the supplier. Automatic preparation and automatic supplier delivery are separate capabilities.
Receive the quantities that actually arrived and distinguish a short delivery from a balance still coming. Those records let you compare promised and observed delivery times and measure supplier reliability. Your connected store remains the source of inventory; Refillo does not overwrite its stock counts.
The purchase outlook puts weekly planned purchases, expected sales at cost and projected stock on the same chart. It separates suggestions from orders already sent and breaks purchases down by supplier and week. Use it to anticipate purchasing pressure and discuss the plan, not as a bank balance or cash-flow forecast.
The projection carries tonight’s forecast and planning levels forward. It does not include future top-ups to supplier minimum order values, capacity limits or stock expiry. There is no budget field yet. Planned purchases and estimated sales are conditional, not committed spending or guaranteed revenue.
The buyer gets a prepared decision with a reason. The owner can see purchasing pressure alongside stock exposure. The delivery record then provides evidence for the next review, instead of leaving the result in a separate spreadsheet.
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A stock number cannot tell you whether the next delivery will come in time. Refillo connects sales, stock, supplier timing and the money at stake, then lets you follow a recommendation back to the product behind it.