Procurement & suppliers

Who this is for: procurement officers, store and branch managers, accountants. Menu: Procurement (dashboard) and Accounts payable.

The flow

1. A department raises a purchase requisition (or turns a store requisition into one).
2. A manager approves it (quantities can be trimmed).
3. Either request quotations from several suppliers, compare and award, or create a purchase order with one supplier straight away.
4. The order is approved (large orders wait for a manager) and sent — the PDF-style document and the e-mail go out in the background.
5. Goods arrive: a goods receipt records what came, what was rejected or damaged, batch, expiry and cost. Only received goods enter stock.
6. The supplier’s invoice is recorded and matched against the order and the receipt (three-way match). Variances are approved or disputed.
7. Accounts payable shows what is owed and how old it is; payments settle invoices.
8. Rejected goods go back as a supplier return for a credit note, replacement or refund.

Suppliers (/procurement/suppliers, procurement.suppliers to edit)

A profile holds contacts (one primary — documents go to that e-mail), payment terms, lead time, currency, tax id, bank details and a status (on hold and blacklisted suppliers cannot be ordered from). The Catalogue tab is what the supplier sells you: ingredient, purchase unit, last price, lead time, minimum order, preferred source. Price history lists every quote, order, receipt and invoice price, converted to your currency. The tiles show the supplier’s rating (0–5), on-time %, fill rate, rejections and spend for the last 12 months (recomputed nightly or with Recalculate performance).

Requisitions (/procurement/requisitions, procurement.create)

New requisition: title, department, priority, needed-by and the items with an estimated price (pre-filled from the preferred supplier’s catalogue). Submit for approval notifies approvers. An approver (procurement.approve) opens it, may trim quantities and approves or rejects with a note — you cannot approve your own requisition. An approved requisition offers Request quotations (pick suppliers and a deadline) or Create purchase order (one supplier, catalogue prices).

RFQs (/procurement/rfqs, procurement.rfq)

Send to suppliers e-mails every invited supplier. As quotes come in, Record quotation per supplier: their currency (USD is fine — enter the rate if none is on file), validity, lead time, terms and a price per line. The comparison table converts everything to your currency, highlights the lowest price per line and the cheapest complete quote, and greys out expired quotes. Export comparison queues a CSV and notifies you when it is ready. Award pre-selects the lowest valid supplier per line; you can override; one draft purchase order is created per awarded supplier. Quotes after the deadline need procurement.manage.

Purchase orders (/procurement/orders)

Status chips: Open, Awaiting approval, Backorders, … An order above the approval threshold (2,000,000 in your currency by default, settings → approval workflows) waits for someone with procurement.approve; below it, it is approved at once. Send to supplier (procurement.order) marks it sent, records the prices in the supplier’s history and dispatches the document and e-mail. The delivery bar shows received vs ordered and the backorder — what is still to come, including rejected and damaged units until they are replaced or the line is closed short. Cancel is only possible before anything is received. Print opens the order document.

Goods receipts (/procurement/receipts, inventory.receive)

From an order (Receive goods) or the receipts list (Receive an order): the dialog lists the outstanding lines with the outstanding quantity pre-filled. Per line enter received, rejected, damaged, batch, expiry and the unit cost (defaults to the order price); add the delivery-note and supplier-invoice numbers. Post receipt moves the received quantity into the chosen location as a batch at that cost; rejected and damaged units never enter stock and the receipt is flagged discrepancy. Save draft keeps it for later (drafts move nothing). Posted receipts cannot be cancelled — raise a return.

Supplier invoices (/procurement/invoices, procurement.invoice)

Invoice a receipt creates the invoice from a posted receipt and matches it immediately: quantities against what was received, prices against the order within the tolerance (2 % by default, procurement.match_price_tolerance_bps). A clean match is approved and payable; a variance shows which lines differ and why — Approve variance (with a note) accepts it, Dispute parks it, Re-match runs the check again after the order or receipt changed. Manual invoice / credit note is for services and one-off purchases without an order (approve by hand) and for credit notes a supplier sends you.

Accounts payable & payments (/procurement/payables, procurement.pay to pay)

The ageing tiles (not yet due, 1–30, 31–60, 61–90, over 90 days), the balance per supplier and the open documents. Pay next to a supplier opens the payment dialog: method, reference, date and an allocation per invoice (pre-filled with the outstanding amounts; each is capped at what is owed). Credit notes reduce the balance and can be applied to an invoice from the invoice page. Void reverses a payment and reopens the invoices. Export queues the payables ledger as CSV.

Supplier returns (/procurement/returns, procurement.returns)

Return from a receipt takes the rejected and damaged units of a posted receipt; Return from stock is for goods already received that turn out faulty (shipping them moves the stock out). A return is approved (procurement.approve), shipped, then resolved:

• Credit note — an approved credit note is created for the value, ready to apply against the supplier’s invoices;
• Replacement — the order’s backorder re-opens and the replacement arrives on a new receipt;
• Refund — the reference is recorded.

Documents and e-mails

Orders, RFQs and receipts print from their page. Sending an order or an RFQ queues the document and the e-mail; if the mail worker is down the job waits in the queue (System status → jobs). Exports and analytics run the same way and notify you when done.