Purchases

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.

Goods Receipt

When goods arrive from a vendor, you receive them in Inventory. Go to Purchases > Orders > Receipts (or Inventory → Operations → Receipts).

Receiving Process

1. Open the receipt (auto-created when PO is confirmed).
2. Verify the products and quantities against the delivery note.
3. If quantities differ, edit the lines before validation.
4. Click Validate. Stock is added to the warehouse.
5. If the receipt is less than ordered, Quickenerp asks:
• Create Backorder - For outstanding items.
• Cancel Remaining - Close the PO with partial receipt.
6. The purchase order's receipt status updates.

Partial Receipts

For partial receipts, edit the quantity on the receipt line before validating. A backorder is created automatically if needed. Each partial receipt reduces the remaining quantity on the PO.

Quality Control

If the Quality Control module is installed, you can create quality checks on receipt. Configure in Inventory → Configuration → Quality Checks. Checks can be manual (user inspects) or automated (measurements).

Purchases Settings

Go to Purchases > Configuration > Settings.

Order Settings

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).