Purchasing Module
Manage suppliers, raise purchase orders, receive goods, post supplier invoices, and handle returns — all flowing automatically into inventory and the ledger.
What's in the Module
Suppliers
Each supplier has contact details, TIN, payment terms, default currency, and bank details for paying them.
- Bulk import suppliers from Excel
- Every supplier has a ledger (Reports → Ledgers → Supplier) showing every PO, GRV, invoice, payment, return, and debit note
The Procurement Flow
A typical purchase moves through these documents — each one optional, but together they build a full audit trail from request to payment.
- Purchase Request — an internal requisition: "we need to order X"
- Purchase Order — the formal order sent to the supplier
- Goods Received Voucher (GRV) — recorded when the goods arrive
- Supplier Invoice — the supplier's bill, matched to the GRV
- Payment — recorded in the Finance module against the supplier invoice
Purchase Requests
Branches and warehouses raise requests for stock to be ordered. Each request goes through a submit → approve / reject flow. Once approved, the request can be converted into a purchase order with one click — no re-typing.
Purchase Orders (POs)
A PO is the formal order sent to a supplier. It can be in any currency.
Lifecycle
- Draft — choose supplier, currency, line items, tax codes, expected delivery
- Approve — a manager approves the PO before it goes to the supplier
- Cancel if the supplier can't fulfil, or...
- Convert to GRV when goods arrive (PO lines pre-fill the GRV)
- PDF for the supplier with company branding
Goods Received Vouchers (GRVs)
A GRV records that goods physically arrived. Create it from a PO (lines auto-fill) or independently if there was no PO.
Posting a GRV does three things automatically:
- Stock arrives in the receiving warehouse
- Weighted average cost is recalculated for each product received
- Ledger posts: DR Inventory / CR Accounts Payable
A GRV can be converted to a supplier invoice when the supplier sends one. PDF available for filing.
Supplier Invoices
The supplier's bill to the business. Match it to a GRV (so receiving and billing line up) or create stand-alone for services and expenses.
- Posting the invoice creates the payable in the ledger
- Record payments directly from the invoice; balance updates live
- Multi-currency with the rate effective on the invoice date
- PDF for filing
Purchase Returns & Debit Notes
Purchase Return
Use when goods are sent back to the supplier (damaged, wrong item, etc.). Posting reverses stock and creates the correct accounting entry.
Debit Note
Use for adjustments against a supplier invoice — price differences, short supply, billing errors. Posting reduces the supplier balance.
Best Practices
- Always raise a PO first: It locks in agreed prices and quantities, and makes the GRV a one-click action when goods arrive.
- Receive against the PO: Convert the PO to a GRV so the system can match what was ordered to what arrived.
- Match invoices to GRVs: Convert the GRV to a supplier invoice — this prevents paying for goods that were never received.
- Use returns and debit notes, not edits: Posted documents are immutable; corrections happen through reversing documents.