Purchase Orders

Overview

The Purchase app manages procurement: RFQ → Purchase Order → Receipt → Vendor Bill.

Navigation: Purchase app → Orders → Requests for Quotation.

Step-by-Step Guide

Create a request for quotation (RFQ)

1. Open Purchase → New.
2. Select Vendor.
3. Add product lines with quantity and expected price.
4. Save as RFQ.

Send RFQ to vendor

1. Click Send by Email or Print RFQ PDF.
2. Vendor confirms pricing and lead time offline or via email.

Confirm purchase order

1. Click Confirm Order when terms are agreed.
2. Status becomes Purchase Order.
3. Receipt and billing actions unlock.

Receive goods

1. Click Receive Products on the PO.
2. Open the incoming shipment in Inventory.
3. Validate quantities received.
4. Stock increases on hand.

Register vendor bill

1. On the PO, click Create Bill.
2. Match bill lines to PO and receipt.
3. Verify GST and total.
4. Confirm bill to post to Accounts Payable.

Three-way match best practice

1. Compare PO quantity, receipt quantity, and vendor bill quantity.
2. Resolve discrepancies before posting the bill.

FAQ

Q: Can I purchase services without stock receipt? A: Yes — use service-type products and bill directly after PO confirmation.

Q: How do I handle partial deliveries? A: Validate partial quantities on the receipt; remaining quantities stay open on the PO.

Q: Where are purchase approvals? A: Approval rules depend on configuration (thresholds, multi-step). Ask your administrator.

Q: Can one bill cover multiple POs? A: Yes — link multiple PO lines when creating the vendor bill (match by reference).

Q: How do I track open commitments? A: Use Purchase → Reporting → Purchase Analysis for open PO value by vendor.