Purchasing

Overview

The Purchasing section manages the full procurement lifecycle: creating purchase orders, managing suppliers, receiving goods into warehouses, and recording payments against purchase orders. Purchase orders support multi-item ordering with tax calculations, global discounts, and optional approval workflows.

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Purchase Orders

Navigate to Purchases > Purchase Orders in the sidebar.

Purchase Order List

Displays all purchase orders in a searchable, sortable data table.

Available Actions

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Create Purchase Order

Navigate to Purchases > Purchase Orders and click Create Purchase Order (also accessible from the dashboard).

Header Fields

Line Items

Each purchase order can contain multiple line items:

To add a line item: Click Add Item or search for a product. To remove a line item: Click the delete icon on the line.

Global Tax & Discount

Receipt Scanner

An AI-powered receipt/invoice scanner is available to automatically populate purchase order fields from uploaded documents:

1. Click the scanner icon.
2. Upload an image or PDF of the supplier's invoice.
3. The system extracts supplier, items, quantities, and prices.
4. Review and confirm the extracted data.

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Purchase Order Detail

Click on a purchase order to view the full detail page.

Displayed Information

• Purchase order number and status badges
• Supplier name and contact details
• Warehouse, dates, and currency
• Line items table with products, quantities, prices, taxes, and totals
• Payment summary: total, paid, and remaining amounts
• Payment history table
• Created by and approved by user details

Purchase Order Status

Payment Status

Available Actions (from Detail Page)

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Edit Purchase Order

From the purchase order detail page, click Edit to modify a draft or pending purchase order. The edit form is identical to the creation form with all fields pre-populated.

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Receive Goods

Navigate to a purchase order detail page and click Receive Goods (available for Approved or Partially Received orders).

How to Receive Goods

1. The system displays all line items with ordered quantity and already-received quantity.
2. For each item, enter the quantity being received (pre-filled with the pending amount).
3. The received quantity cannot exceed the pending quantity for each item.
4. Click Receive Goods to process.

What Happens on Receiving

• Stock quantities are updated in the destination warehouse.
• Stock movement records are created.
• If all items are fully received, the order status changes to Received.
• If some items are still pending, the status changes to Partially Received.

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Record Payment

Navigate to a purchase order detail page and click Record Payment.

Payment Form Fields

Payment Processing

• The payment is recorded against the order.
• Accounting journal entries are created.
• If the total payments equal the order total, payment status changes to Paid.
• If payments are less than the total, payment status is Partial.

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Purchase Order Workflow Summary

Create PO --> Draft
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                v
         Pending Approval (if approval required)
                |
                v
            Approved
                |
                v
     Receive Goods (partial or full)
                |
                v
            Received

    At any stage: Record Payments
    At any stage (before Received): Cancel

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Suppliers

Navigate to Purchases > Suppliers in the sidebar.

Supplier List

Displays all suppliers in a searchable, sortable data table (shared with the accounting admin module).

Available Actions

Supplier Detail Page

The supplier detail page shows:

• Supplier contact information (name, company, email, phone, address)
• Purchase order history with this supplier
• Outstanding balances

Note: Suppliers can also be created inline from the purchase order form.