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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
Introduction to Purchases
Introduction to Purchases

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

Concept Model Description
Request for Quotation (RFQ)purchase.order (state=draft)Sent to vendors to get pricing. Becomes a PO when confirmed.
Purchase Order (PO)purchase.order (state=purchase)Confirmed order. Triggers receipt and billing.
Receiptstock.pickingGoods received from vendor. Validated in Inventory.
Vendor Billaccount.move (type=in_invoice)Invoice received from vendor. Posted in Accounting.
Vendor Price Listproduct.supplierinfoPricing agreements per vendor per product.
Reordering Rulestock.warehouse.orderpointMin/max stock rules that auto-create RFQs.

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).
Purchases Overview
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Introduction to Purchases
Introduction to Purchases
Preview

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

Concept Model Description
Request for Quotation (RFQ)purchase.order (state=draft)Sent to vendors to get pricing. Becomes a PO when confirmed.
Purchase Order (PO)purchase.order (state=purchase)Confirmed order. Triggers receipt and billing.
Receiptstock.pickingGoods received from vendor. Validated in Inventory.
Vendor Billaccount.move (type=in_invoice)Invoice received from vendor. Posted in Accounting.
Vendor Price Listproduct.supplierinfoPricing agreements per vendor per product.
Reordering Rulestock.warehouse.orderpointMin/max stock rules that auto-create RFQs.

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).
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Purchase Analysis Report
Purchase Analysis Report
Preview

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