The Procurement module streamlines your purchasing operations. Manage suppliers, create purchase orders, track deliveries, and receive goods into inventory.
1. Supplier Management
Maintain a database of your vendors and suppliers with contact information and status tracking.
Supplier Information
| Field | Description | Required |
|---|---|---|
| Name | Company or vendor name | Yes |
| Contact Name | Primary contact person | No |
| Contact Email | Email for orders/communication | No |
| Contact Phone | Phone number | No |
| Address | Business address | No |
| Image | Company logo or photo | No |
| Is Active | Enable/disable supplier | No (default: Active) |
How to Add a New Supplier
- Navigate to Procurement → Suppliers
- Click "New Supplier"
- Enter the supplier/company name (required)
- Add contact person details
- Enter phone, email, and address
- Upload a logo if available
- Click "Save"
2. Purchase Orders
Create and manage purchase orders for replenishing inventory. Purchase orders follow an approval workflow before being sent to suppliers.
Purchase Order Workflow
Orders can be Cancelled at any stage before completion.
Purchase Order Details
Header Information
- PO Number - Unique purchase order number
- Supplier - Vendor to order from
- Warehouse - Receiving location
- Order Date - Date of the order
- Expected Date - Expected delivery date
- Remarks - Notes or instructions
Pricing & Tax
- Currency - Transaction currency
- Include VAT - Tax inclusion toggle
- VAT Rate - Tax percentage
- Total - Auto-calculated order total
Line Items
Each purchase order must have at least one item:
Product Name
Item description
SKU
Product code
Quantity
Order quantity
Unit Cost
Price per unit
How to Create a Purchase Order
- Navigate to Procurement → Purchase Orders
- Click "New Purchase Order"
- Select the supplier from the dropdown
- Choose the receiving warehouse
- Set the order date and expected delivery date
- Configure currency and VAT settings
- Add products with quantities and unit costs
- Review the automatically calculated total
- Save as Draft or submit for approval
Workflow Tracking
Every status change is logged with timestamp, user, and remarks. The system tracks who prepared, endorsed, and approved each order.
3. Receiving Goods
When goods arrive from suppliers, record the receipt to update inventory levels and complete the purchase order.
Receiving Process
Locate the Purchase Order
Find the approved PO in the list or search by PO number.
Verify Goods
Check received items against the PO quantities and quality.
Mark as Received
Update the PO status to "Received" with any notes.
Complete Inventory
Stock levels are automatically updated in the destination warehouse.
Automatic Inventory Update
When a purchase order is completed, the system automatically:
- • Adds received quantities to warehouse stock
- • Updates the product's last purchased date
- • Creates stock transaction records
- • Links the receipt to the purchase order
4. Best Practices
Supplier Records
Keep supplier information up-to-date. Add contact details and notes about payment terms or special requirements.
Lead Times
Set realistic expected dates based on supplier lead times. This helps with inventory planning.
Approval Workflow
Use the endorsement and approval workflow for orders above certain thresholds to maintain spending control.
Receipt Verification
Always verify received goods against the PO before marking complete. Note any discrepancies in the remarks.
Pro Tips
- Reorder Alerts: Check the Inventory module for products below reorder level before creating POs.
- Bulk Orders: Combine orders for the same supplier to reduce shipping costs.
- Product Validation: Use the product validation feature to match PO items with inventory products.
- Historical Data: Review past orders with a supplier to negotiate better pricing.
Related Modules
Procurement works with these modules: