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 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.

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.