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Purchases

Purchases

This course covers the full Purchases workflow in Quickenerp. Learn how to create requests for quotation, manage purchase orders, receive goods, process vendor bills, manage vendor price lists, and analyse procurement performance.

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Last Update 07/21/2026
Completion Time 3 days 3 hours
Members 1
Inventory & Manufacturing
Purchases Overview
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Purchases Settings Deep Dive
Purchases Settings Deep Dive
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Purchases Settings

Go to Purchases > Configuration > Settings.

Order Settings

Setting Default Description
Confirmation PolicyManualManual: you confirm each PO. Automatic: PO confirmed when vendor signs online.
Lock Confirmed OrdersFalsePrevent editing confirmed POs. Managers can unlock.
Order ApprovalFalseRequire manager approval for POs exceeding a threshold.
Minimum Amount-POs above this amount require approval.
Order Reference-Auto-generate reference from a sequence or custom format.

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).
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Vendor Management & Price Lists
Vendor Management & Price Lists
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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.

Field Description
VendorThe supplier.
Product NameThe vendor's name for this product (may differ from yours).
Product CodeVendor's SKU/part number. Used for reference.
PriceUnit price from this vendor.
Discount (%)If the vendor offers a discount.
Min QuantityMinimum order quantity for this price.
Delivery Lead TimeDays from order to delivery. Used for replenishment planning.
Validity DatePrice is valid until this date.
SequenceIf multiple vendors, the lowest sequence is the preferred vendor.

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.

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Creating & Confirming Purchase Orders
Creating & Confirming Purchase Orders
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Creating a Purchase Order

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

PO Form - All Fields

Field Model Field Behaviour
Vendorpartner_idSelect vendor. Pre-fills addresses, currency, payment terms.
Vendor Referencepartner_refThe vendor's PO number or your internal ref.
Order Datedate_orderDefaults to today.
Expected Arrivaldate_plannedAuto-calculated from vendor lead time.
Payment Termspayment_term_idPre-filled from vendor. Override per PO.
Currencycurrency_idFrom vendor or company.
Buyeruser_idThe person managing this purchase. Defaults to current user.
Purchase Teamteam_idFor procurement team tracking.
Source DocumentoriginAuto-filled when created from sales order or reordering rule.
Fiscal Positionfiscal_position_idAuto-detected for correct tax.
Incotermincoterm_idFor international purchases (EXW, FOB, DDP).

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.

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This documentation is updated continuously. Some features described here may be renamed, deprecated, or still being finalized.