The Purchase Module

View - Purchase Order - Purchase

From the Purchase module you create purchase orders that can be printed and sent to your suppliers. The products you sell can be purchased from different suppliers, with individual prices and in different currencies.

Note! You have to link a supplier to a product in order for the product to be purchased from a specific supplier. Read more here about linking a supplier to a product.

How purchases are processed

Purchase orders can be created in different ways. If you know which supplier you would like to purchase products from, you are able to create a purchase for that supplier. Perhaps you know that you are out of a few products in your warehouse, you can easily start the purchasing wizard which has a number of options that will help you in selecting products. Other times you want to create purchases based on a received sales order.

A purchase is processed as a first step by Transfer to purchase. A Printout of the purchase is made which is sent to your supplier.

You can then register Receive/Return. The products are now available in stock and the purchase changes status to received. You can Register Receive/Return by clicking the icon for this or through the Warehouse module.

After the goods are received, completely or partly, you post a purchase invoice. Posting of partly received purchases is only allowed if this is selected within the company settings. You can also post a Duty/Freight invoice. If there are any errors or changes you are able to create a credit note.

You now transfer the purchase status to Purchase Completed.

Purchases can be printed in a number of ways. You can send them to a printer, E-mail, fax, HTML or to preview. If you have a PDF printer installed, you can transfer the document to PDF format as a file. Alternatively you can create a file in RTF (Rich text format) that can be read by most text processing programs.

Status

A purchase order moves through different stages called Statuses. The Purchase orders status is shown in the drop-down list in the top right hand side of the window.

Each status represents a stage in the purchasing process and provides you with information on how to process the purchase order further. By using certain icons in the toolbar you can transfer purchase orders as a natural part of the purchasing process.

The Purchasing Wizard

The Purchasing wizard helps you to select which products and how many of these you want to order in a purchase. If there are unprocessed purchases for the supplier, you will have the opportunity here to add the product lines to an existing purchase order. Read more here.

Purchase Reservations

A purchase can be reserved for a specific sales order. You can administer purchase reservations within the warehouse module.

Sales Order Based on the Purchase

At times, you may need to purchase the products first and then create a sales order based on the purchase.

Purchase Order Based on Sales Order

You can create a purchase order based on a sales order if you have activated this setting in the company settings for product. The feature uses parts of the purchasing wizard and also lets you add product lines to an existing purchase order.

Purchase Order from the Product Register

On the Supplier tab in the product register, you can create a purchase order by clicking Purchase this product - if the product is linked to a supplier. If an unprocessed purchase order already exists for this supplier, you can choose to add the purchase to the existing order. If you do not wish to add the order, or if there is no existing order, you can create a new purchase order.

Integration with other modules

In addition to the options mentioned above, purchasing is integrated with other modules in order to help make processing adapted to your needs.

Purchasing is a natural part of the Warehouse module and there are more purchasing options there. Within the warehouse module you will find the Non received purchases screen, giving an overview of ordered products that have not been received. The Purchase Reservations screen is also within the warehouse module.

You will find the purchasing tab in the Contact Register, in the Contact Person module and in the Project module. This way it will be easier to locate purchases that are relevant to the contact/person and the project when you are working with purchasing.

Linking Products to Suppliers and Using the Supplier's Product Information

In the product register, on the Supplier tab, you can link your products to suppliers. Here you can enter the Supplier's Product number and name for use on the purchase order, currency information and purchase prices and so on.

Here, you are also able to ensure that your purchases are not registered in quantities which are not accepted by the supplier, for instance, if the supplier does not split packages.

You can also link units so that you are able to sell the products in a different quantity than the supplier.