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 in 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 and can be used as a filter of what is displayed in the window.
Read more in The Status Drop-Down List.
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 in The Purchasing Wizard.
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.
Read more in Linking a Supplier to a Product.
Settings
In the User settings for purchase you decide what the screen will display.
You can also select a few options to simplify the registration process.
The Company settings control the usage methods for all users. You can decide whether posting purchases before they are received is allowed, and if changing/editing product lines are allowed after a purchase has been given the status Ordered or Received.
The company settings for product contain settings that affect the purchase module, for instance price calculation based on purchase prices and calculation of cost price.
Read more about:
Creating a Purchase for a Supplier
Creating a Purchase based on an Order
Creating an Order based on a Purchase
Posting Freight and Duty Invoices