Purchase — user documentation

This documentation describes how to use the “Purchase” section: creating purchase orders, working with vendor pricelists, creating related documents (bills, receipts, payments) and controlling fulfillment.

If some menu items or actions are missing in your configuration, that is normal: available features depend on enabled modules and settings.

Who this section is for

The “Purchase” section is typically used by:

• Purchasing manager — creates purchase orders, sends them to vendors, controls lead times and fulfillment.
• Warehouse / logistics (if Inventory is used) — processes receipts and links them to purchase orders.
• Accountant / finance specialist — creates bills and outgoing payments, controls payables to vendors.

Contents

• Quick start
• Navigation
• Terms

Sections:

• Purchase orders
• Receipts for purchase orders
• Bills for purchase orders
• Vendor pricelists
• Purchase reports
• Settings

Quick start

Scenario: create a purchase order → receive goods → create a bill → pay

1. Open “Purchase” → “Operations” → “Purchase orders”.
2. Create a purchase order and fill in:
   • vendor;
   • company;
   • location (if used);
   • payment terms (if used);
   • order lines (items, quantity, price, taxes).
3. If needed, send the purchase order to the vendor using “Send”.
4. Confirm the purchase order using “Confirm”.
5. If Inventory is used — process a receipt and link it to the purchase order (see: Receipts for purchase orders).
6. Create a bill (a financial document) for the purchase order / based on the actual delivery (see: Bills for purchase orders).
7. Register an outgoing payment to the vendor and allocate it to the bill (if payment allocation is used in your configuration).

See also: “Invoicing” documentation — Bills, Outgoing payments, Debt and payment calendar.

Navigation

The “Purchase” section usually includes the following groups:

• Operations — purchase orders, vendor pricelists, and related actions.
• Reporting — reports on orders/fulfillment.
• Configuration — parameters and directories that affect purchasing.

Terms

Purchase order

A document that records an agreement with a vendor to deliver goods/services (items, quantity, price, due dates).

Bill

A document that records the purchase in accounting and the amount payable to the vendor.

Receipt

An Inventory document that records the fact of receiving goods into a location. It can be linked to a purchase order and used to control “how much has already been received”.

Pricelist

A vendor price list that can be used as a source of prices when creating purchase orders.