Purchases

Purchase Analysis

Go to Purchases > Reporting > Purchase Analysis. Pivot and graph view for procurement data.

Dimensions

• Vendor, Product, Product Category.
• Buyer, Purchase Team.
• Order Date, Receipt Date.
• Country, State.

Measures

• Untaxed Amount, Total, Quantity Ordered, Quantity Received.
• Number of Orders, Average Order Value.

Filters

Date range, order status (RFQ, PO, Done, Cancelled), vendor, buyer.

Key Insights

• Spend by vendor - identify top suppliers.
• On-time delivery rate - compare expected vs actual arrival dates.
• Price trends - track price changes per product over time.
• Procurement cycle time - PO creation to receipt.

Best Practices

• Review vendor performance quarterly using on-time delivery and quality metrics.
• Negotiate better prices based on volume trends identified in the report.
• Use the pivot table to forecast future procurement needs.

Vendor Bills from POs

When the vendor sends their invoice, create a bill from the purchase order.

Creating a Bill from a PO

1. Open the confirmed PO.
2. Click Create Bill (smart button or header action).
3. Quickenerp pre-fills lines from the PO (based on received quantities or ordered quantities).
4. Enter the vendor's invoice number in Vendor Reference.
5. Verify the amounts match the vendor's invoice.
6. Click Confirm to post the bill.

Three-Way Matching

When enabled, Quickenerp compares:

• PO quantity vs Receipt quantity - Did we receive what we ordered?
• Receipt quantity vs Bill quantity - Are we being billed for what we received?
• PO price vs Bill price - Is the price correct?

Discrepancies are highlighted. You can accept or reject the bill based on the match.

Billing Control

If enabled in Settings, bills cannot be created without a confirmed PO. This prevents unauthorized purchases.

Goods Receipt

When goods arrive from a vendor, you receive them in Inventory. Go to Purchases > Orders > Receipts (or Inventory → Operations → Receipts).

Receiving Process

1. Open the receipt (auto-created when PO is confirmed).
2. Verify the products and quantities against the delivery note.
3. If quantities differ, edit the lines before validation.
4. Click Validate. Stock is added to the warehouse.
5. If the receipt is less than ordered, Quickenerp asks:

• Create Backorder - For outstanding items.
• Cancel Remaining - Close the PO with partial receipt.

Partial Receipts

For partial receipts, edit the quantity on the receipt line before validating. A backorder is created automatically if needed. Each partial receipt reduces the remaining quantity on the PO.

Quality Control

If the Quality Control module is installed, you can create quality checks on receipt. Configure in Inventory → Configuration → Quality Checks. Checks can be manual (user inspects) or automated (measurements).

Creating a Purchase Order

Go to Purchases > Orders > Requests for Quotation → Create.

PO Form - All Fields

Order Lines

• Add products. Quickenerp shows vendor price, quantity on hand, and lead time.
• If the product has a vendor price list, the price is pre-filled.
• Set quantity, unit price, taxes.
• Each line shows the subtotal and the expected arrival date.

PO Statuses

• RFQ - Draft. Not yet sent to vendor.
• Sent - RFQ emailed to vendor, awaiting confirmation.
• Purchase Order - Confirmed. Vendor accepted.
• Locked - Prevent further changes.
• Cancelled - PO cancelled before or after confirmation.
• Done - Fully received and billed.

Confirming a PO

1. Open RFQ → click Send by Email to email the PDF to the vendor.
2. After vendor confirms, click Confirm Order.
3. Quickenerp: updates stock receipt schedule, reserves goods in transit.

Order Approval

If enabled in Settings, POs above the minimum amount enter an "Approval" state. The assigned approver receives a notification. They can approve or reject. The PO cannot be confirmed until approved.

Vendor Records

Vendors are contacts marked as "Vendor". Create via Purchases > Orders > Vendors or the Contacts app.

Key Vendor Fields for Purchases

• Name - Legal vendor name.
• Supplier/Partner - Check this box to mark as vendor.
• Currency - Vendor's currency for multi-currency procurement.
• Payment Terms - Net 30, Due on Receipt, etc. Flows to bills.
• Purchase Team - Assign to a team for procurement tracking.
• Tags - Categorise: Preferred, International, Backup, etc.
• Fiscal Position - Auto-apply tax rules based on vendor country.
• Bank Accounts - For vendor payments.

Vendor Price Lists (Supplier Info)

Define per-vendor pricing for each product. Go to Purchases > Products > Vendor Price Lists or open a product → Vendors tab.

Vendor Portal

Vendors with portal access can view their RFQs, POs, and bills. They can confirm delivery dates and submit invoices online. Enable portal access on the vendor contact form → Portal Access tab.

Purchases Settings

Go to Purchases > Configuration > Settings.

Order Settings

Billing Settings

• Three-Way Matching - Match PO, receipt, and bill. Warns on discrepancies.
• Bill Control - Prevent creating bills without a confirmed PO.
• Update Stock on Bill - If enabled, posting a bill can update stock (for services/consumables without receipt).

The Purchases Module

The Purchases module manages procurement - from requesting quotes to receiving goods and paying vendor bills. It integrates with Inventory (stock replenishment), Accounting (vendor bills), and Manufacturing (raw material procurement).

Core Concepts

Procurement Flow

1. Need Identified - Manual request, reordering rule trigger, or MTO from sales.
2. RFQ Created - Sent to preferred vendor(s).
3. PO Confirmed - Vendor accepts. Order is confirmed.
4. Goods Received - Receipt validated in Inventory. Stock updated.
5. Bill Received - Vendor invoice posted in Accounting.
6. Payment - Bill paid according to payment terms.

Menu Structure

• Orders - Requests for Quotation, Purchase Orders, Receipts, Vendor Bills.
• Products - Products (shared catalog), Vendor Price Lists.
• Configuration - Settings, Purchase Teams, Product Categories.
• Reporting - Purchase Analysis (pivot/graph).