Purchase — user documentation

This documentation describes how to use the “Purchase” section: creating purchase orders, working with vendor pricelists, creating related documents (bills, receipts, outgoing 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.
6. Create a bill (a financial document) for the purchase order / based on the actual delivery.
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.