The Purchase Module

View - Purchase Order - Purchase

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

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

How purchases are processed

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

You can then register a receipt of goods. The products are now available in stock and the purchase changes status to received. You can Register a receipt of goods 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 in the company settings. You can also post a Duty/Freight invoice. If there are any errors or changes you can create a credit note.

You now transfer the purchase to status 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.

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 processing.

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

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

The products you sell can be purchased from different suppliers to individual prices and in different currencies. You have to link a supplier to a product in order for the product to be purchased from a specific supplier. Read more about this here.

Integration with other modules

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

Purchasing is a natural part of the Warehouse module and there are more purchasing options there. In the warehouse module you find the Non received purchases screen that gives an overview of ordered products that are not received. The Purchase reservations screen is also in 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.

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 received status Ordered or Received.