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

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).
Purchases Overview
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Purchase Analysis Report
Purchase Analysis Report
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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.
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New Content
Purchases Settings Deep Dive
Purchases Settings Deep Dive
Preview

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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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.