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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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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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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 Bills from Purchases
Vendor Bills from Purchases
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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.

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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.