Purchasing

Manage purchase orders, suppliers, requisitions, and goods receipts. Streamline your procurement process from request to delivery.

Getting Started with Purchasing

1

Add your suppliers

Navigate to Suppliers and click "Add Supplier". Enter contact details, payment terms, and the products they supply.

2

Create a purchase order

Go to Purchasing and click "New Purchase Order". Select a supplier, add products and quantities, then submit for approval.

3

Receive goods

When the delivery arrives, open the purchase order and click "Receive Goods" to record quantities and update stock.

4

Record supplier payment

Record payments against the purchase order to track what you owe and what has been settled.

Key Features

Purchase Orders

Create and manage purchase orders with approval workflows, expected delivery dates, and automatic stock updates on receipt.

Supplier Management

Maintain a supplier database with contact details, payment terms, lead times, and purchase history.

Purchase Requisitions

Allow team members to request purchases by clicking "New Requisition". Requests go through an approval process before becoming purchase orders.

Goods Receipt

Receive goods directly from a purchase order by clicking "Receive Goods". Record partial or complete deliveries and automatically update inventory levels.

Purchase Returns

Return goods to suppliers using the "New Return" button. Handle price discrepancies, quality issues, or damaged shipments.

Supplier Quotations

Request and compare quotations from multiple suppliers using "New Quotation" to get the best price before placing an order.

How-To Guides

Create a Purchase Order
Go to Purchasing and click "New Purchase Order". Select a supplier, add products with quantities and agreed prices, set the expected delivery date, and submit. The PO will go through the configured approval workflow before being sent to the supplier.
Add a Supplier
Navigate to Suppliers and click "Add Supplier". Enter the company name, contact person, email, phone, and address. Set default payment terms and any notes about the supplier relationship, then save.
Receive Goods
Open the approved purchase order and click "Receive Goods". Enter the quantities received for each item, noting any shortages or damages. The system updates inventory automatically and marks the PO as partially or fully received.
Create a Purchase Requisition
Go to Requisitions and click "New Requisition". Enter the items you need, preferred suppliers, and justification. Submit the requisition for approval. Once approved, it can be converted into a purchase order.
Create a Purchase Return
Go to Purchase Returns and click "New Return". Select the supplier and the affected items, enter the return quantities and reason. The return adjusts your payable balance and can be used when settling accounts with the supplier.

Tips & Best Practices

  • Compare supplier quotations before committing to large orders. Even small price differences add up over time.
  • Use purchase requisitions to maintain control over spending and ensure proper approval before funds are committed.
  • Always receive goods against the purchase order so your inventory and payables stay accurate and reconciled.

Frequently Asked Questions

What happens if I receive fewer items than ordered?
Record the actual quantities received. The purchase order will show as "Partially Received" and you can receive the remaining items when they arrive in a subsequent delivery.
Can I create a purchase order without a supplier?
No, a supplier is required. Create the supplier record first, then create the purchase order. This ensures proper tracking and accounting.
How do I handle returns to a supplier?
Go to Purchase Returns and click "New Return". Select the supplier, choose the items to return, enter quantities and a reason. The system adjusts your payable balance accordingly.