Suppliers
6 records- Contact Name Text
- Phone
- Address
- Total Spent Rollup
Stock that counts itself, from what you actually bought and sold
Distributors and trade suppliers running a few hundred SKUs, who need one figure for stock on hand that nobody has to remember to update.
“We wholesale electrical components — sales orders with line items, purchase orders to suppliers, and stock that tracks itself”
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WHAT ROWFOLD ACTUALLY BUILT
Not a mockup. The real output.
Every table, link and rollup below was captured from a live build that finished in 2 min 26 sec, arriving with 36 sample records already in it. Nothing here is illustrative.
Customers
6 records- Contact Name Text
- Phone
- Address
- Total Purchased Rollup
Products
8 records- SKU Text
- Description LongText
- Category Select
- Reorder Level Number
- Qty Purchased Rollup
- Qty Sold Rollup
- Qty On Hand Formula
Purchase Orders
8 records- PO Number AutoNumber
- Supplier Relation
- Product Relation
- Quantity Ordered Number
- Unit Cost Currency
- Order Date Date
- Expected Delivery Date
- Status Select
- Line Total Formula
Sales Orders
8 records- Order Number AutoNumber
- Customer Relation
- Product Relation
- Quantity Number
- Unit Price Currency
- Order Date Date
- Ship Date Date
- Status Select
- Line Total Formula
How they connect
- Purchase Orders Suppliers via Supplier links to one
- Purchase Orders Products via Product links to one
- Sales Orders Customers via Customer links to one
- Sales Orders Products via Product links to one
Numbers that keep themselves right
Each of these is computed by travelling a relationship, so it updates when the records behind it change — nobody retypes a total.
-
Customers · Total Purchased
sum of Sales Orders (linked by customer) → Line Total -
Products · Qty Purchased
sum of Purchase Orders (linked by product) → Quantity Ordered -
Products · Qty Sold
sum of Sales Orders (linked by product) → Quantity -
Suppliers · Total Spent
sum of Purchase Orders (linked by supplier) → Line Total
10 views, built automatically
Customers: Grid / Map, Products: Grid / Board, Purchase Orders: Grid / Board, Sales Orders: Grid / Board, Suppliers: Grid / Map
Report · Stock Levels & Reorder Watch
Products
Dashboard · Wholesale Ops Overview
Low Stock Alerts · Revenue (Last 30 Days) · Open Committed Spend · Sales Orders by Status · Incoming Purchase Orders · Top Customer (Total Purchased) · Morning Summary · Recent Activity
WHAT IT FIXES
The four things that actually go wrong
Stock on hand is a number somebody types, so it is wrong within a week and everyone quietly stops believing it.
Here it is not typed at all. Qty Purchased totals what arrived on purchase orders, Qty Sold totals what went out on sales orders, and Qty On Hand is the difference - a calculation, so it cannot drift away from the orders underneath it.
A stock count disagrees with the system and nobody can say which order caused the gap, because the figure has no history behind it.
Every unit in the total is traceable to a line on a real order. The number is not an assertion, it is a sum you can open and walk back through to the purchase or the sale that produced it.
Reorder decisions get made from memory, usually the week after the shelf emptied.
Products carry a Reorder Level beside the calculated Qty On Hand, the build produced a Stock Levels & Reorder Watch report, and Low Stock Alerts leads the dashboard - so the question is answered on arrival rather than asked.
Working out what a customer is worth, or what you have spent with a supplier, means exporting two things and adding them up by hand.
Total Purchased sits on the customer and Total Spent on the supplier, each summing the line totals of their own orders - and those line totals are themselves calculated from quantity and price, so it is arithmetic all the way down with nothing stored for anyone to overwrite.
Worth adding next — a suggestion, not part of the build
When a product's qty on hand falls below its reorder level…
- Raise a draft purchase order to that product's usual supplier
- Set the quantity to bring stock back above the reorder level
- Email whoever handles buying, with the current figure and the shortfall
- Leave it in draft so a person still presses send
QUESTIONS
Before you start
How can stock be a calculation rather than a number?
Because everything it depends on is already recorded. The quantity on each purchase order adds up to Qty Purchased, the quantity on each sales order adds up to Qty Sold, and Qty On Hand subtracts one from the other. No screen asks anyone to maintain it, which means no screen offers anyone the chance to get it wrong, and correcting a mistyped order quantity corrects the stock figure in the same motion.
Can a total be built on top of another calculation?
Yes, and this build leans on it twice. Line Total is worked out per order from quantity and price, and both Total Spent on the supplier and Total Purchased on the customer add those calculated figures up. Neither level is stored anywhere, so a corrected price flows through the line and into every total that reads it without anyone recalculating a thing.
What happens when a physical count disagrees with the system?
You reconcile by fixing the orders rather than overwriting the total, which is the point. If ten units went out unrecorded, the missing sales order is the thing that is wrong, and adding it corrects the stock figure, the customer's lifetime value and the revenue reporting together. A system that lets you type over the stock number lets you hide the missing order forever.
Does this handle a product supplied by more than one supplier?
Yes. Purchase orders link to a supplier and to a product independently, so the same SKU can arrive from several sources and every one of those receipts still counts toward the same Qty Purchased. Each supplier keeps their own Total Spent, so you can see who you actually buy from without that splitting the product record in two.
Is this an ERP?
No, and a distributor who needs a general ledger, landed costs or warehouse management should buy those. What this is: the order-and-stock spine, modelled so the numbers derive from the transactions, working this afternoon and changeable by you on a Tuesday. Plenty of businesses spend two years implementing an ERP to reach a worse version of exactly this.
What happens to the sample data?
It is real, editable data that exists so the workspace demonstrates itself rather than opening empty - thirty-six records here, including orders whose quantities are what make the stock calculation show a believable number on the very first screen. Delete it in bulk when you are ready for your own, or edit the rows into your first real orders.
Describe yours and watch it build
There is no template to wait for. Type a sentence about what you run and RowFold assembles the tables, links, views and dashboard around it — then you change whatever does not fit.
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