Purchase

The Purchase chapter covers every step from asking a supplier for goods to paying for them. It is built around four documents. Each one leads to the next in a fixed order, so you can always trace a bill back to the goods that arrived and the order that asked for them.

A purchase order records what you asked for, at what price, and when you expect it. A goods received note (GRN) records what actually arrived. When it is approved, your stock goes up. A purchase bill records what the supplier is charging you and creates the payable, which is the amount you owe the supplier. A supplier payment clears that payable, in full or in part. A debit note is linked to a bill and reduces it when goods go back, a quantity was wrong, or a price needs correcting.

Each document moves through the same stages: Draft while you are still working on it, Pending once you submit it, Approved once an authorised user has checked it, then Completed. Approval is the step that changes your records, so only users with permission can approve. If your business does not need every approval step, you can switch off the pending stage for each document type in Configuration.

You can also create a purchase bill from a photo of the supplier bill. The scan reads the header and the line items, then fills in the bill form. It matches suppliers and products that already exist in your catalogue. You check the result and submit it.

Sections in this chapter:

• Add and manage suppliers
• Create a purchase order
• Purchase order status workflow
• Create a goods received note
• Goods received note workflow and status
• Create a purchase bill
• Scan a purchase bill with AI bill scanning
• Purchase bill status workflow
• Record a supplier payment against a bill
• Create a debit note
• Track supplier payments