Purchase — how to use

Purchase overview (dashboard)

Menu path: /workspace/{your-company-slug}/purchase

KPIs: open POs, spend, pending approvals, scheduled payments, invoice due calendar.

• Buyers start here each day.
• Use links to jump to overdue approvals or payments.

Vendors

Menu path: /workspace/{your-company-slug}/purchase/vendors

Supplier master: legal name, contacts, payment terms, bank accounts, approval status.

1. New vendor → fill registration and tax IDs.
2. Submit for approval if your workflow requires it.
3. Only approved vendors appear on new POs (validation message if not approved).
4. Add vendor bank accounts before NEFT/cheque payments.

• Maintain one vendor record per legal entity you pay.

Price lists

Menu path: /workspace/{your-company-slug}/purchase/price-lists

Contract prices per vendor × product — speeds PO line entry and enforces agreed rates.

1. New price list → vendor, product, unit price, valid dates.
2. PO lines can pull contract price when product selected.

Vendor contracts

Menu path: /workspace/{your-company-slug}/purchase/contracts

Formal agreements (terms, validity) linked to vendor for compliance tracking.

1. Create contract → vendor, dates, notes/attachment if used.
2. Reference on PO or reporting as needed.

Approval thresholds

Menu path: /workspace/{your-company-slug}/purchase/approval-settings

Configure amount tiers that require 1, 2, or 3 approval levels for purchase requisitions, purchase orders, and purchase invoices.

1. Purchase → Approval thresholds.
2. Set tier rows: document type (PR/PO/PI), min/max amount, required approval levels.
3. Save — when a user submits a document above a tier, status moves to pending approval until each level approves.

• Owners and administrators configure thresholds once per organization.
• Approvers need Purchase permission and sufficient role level.

Purchase requisitions

Menu path: /workspace/{your-company-slug}/purchase/requisitions

Department asks purchasing to buy: lines, qty, suggested vendor, cost center.

1. Requester creates draft → adds lines → Submit.
2. Approver approves from list actions.
3. Convert to PO or RFQ when ready to buy.

• Enforces spend control before a PO exists.

RFQs (request for quotation)

Menu path: /workspace/{your-company-slug}/purchase/rfqs

Send same requirement to multiple vendors; compare quotes; award one.

1. New RFQ → items and qty needed.
2. Invite/record vendor quotes per line.
3. Open Compare screen to see side-by-side pricing.
4. Award → creates or links to PO with winning vendor.

• Cancel RFQ if sourcing abandoned.

Blanket purchase orders

Menu path: /workspace/{your-company-slug}/purchase/blanket-orders

Long-term agreement with total value/qty cap; release smaller POs over time.

1. Create blanket PO → vendor, validity, line catalog or categories.
2. Approve blanket PO.
3. Release — creates a standard PO drawing from blanket balance.

• Use for recurring raw material from one mill.

Purchase orders

Menu path: /workspace/{your-company-slug}/purchase/orders

Firm commitment to vendor: lines, qty, price, tax, delivery date, receipt and billing status.

1. New PO → approved vendor, warehouse (for receipt), lines.
2. Save draft → Submit → Approve (per workflow).
3. Send to vendor (PDF/email outside system or mark sent).
4. Track Partially received / Fully received as GRNs post.
5. Create purchase invoice when vendor bill arrives.

• PO does not post to GL by itself — accrual happens on invoice approval.
• Cancel only if nothing received/invoiced; may require reason.

Goods receipts

Menu path: /workspace/{your-company-slug}/inventory/goods-receipts

Record qty received against PO lines into a warehouse.

1. From PO: use Receive action or GRN create with ?purchase_order=.
2. Enter received qty ≤ open PO qty per line.
3. Post GRN — inventory on-hand increases; PO receipt status updates.

• Partial receipts are normal — receive in multiple GRNs.

Purchase invoices

Menu path: /workspace/{your-company-slug}/purchase/invoices

Vendor tax invoice: link PO/GRN, three-way match, approval, balance and payment tracking.

1. New invoice → vendor, vendor invoice number, date, due date.
2. Link purchase order — lines can copy from PO/GRN.
3. Enter or verify qty and rates; system runs three-way match.
4. Submit → Approve (override match exceptions if authorized).
5. On approve: stock may already be in from GRN; GL posts expense, ITC, AP, TDS.

• Hold or Dispute if vendor bill is wrong — blocks payment until resolved.
• Cancel reverses stock/GL where applicable.

Debit notes

Menu path: /workspace/{your-company-slug}/purchase/returns

Return goods to vendor or claim credit against an invoice.

1. New debit note → vendor and source purchase invoice.
2. Lines: return qty ≤ invoiced qty.
3. Submit → Approve → Dispatch (stock out) → Settle (reduces invoice balance / AP).

• Settled debit note posts GL reversal and vendor ledger debit.

Vendor payments

Menu path: /workspace/{your-company-slug}/purchase/vendor-payments

Outbound payment: NEFT, cheque, cash; allocate to invoices; TDS deduction.

1. New payment → vendor, date, amount, payment mode.
2. Enter cheque number/date if cheque; bank account if required.
3. Allocations — apply to open purchase invoices (partial allowed).
4. Enter TDS deducted if withheld at payment.
5. Complete — posts Dr AP, Cr bank, Cr TDS; updates invoice paid balance.

• Scheduled payments stay in scheduled until due date processed.
• Bounced cheque — mark bounced to reverse allocations and GL.
• Create from invoice with ?purchase_invoice= shortcut.

Vendor performance

Menu path: /workspace/{your-company-slug}/purchase/vendor-performance

Scorecard: on-time delivery, quality issues, spend — per vendor.

1. Open index for rankings → drill into vendor detail.

Reports hub

Menu path: /workspace/{your-company-slug}/purchase/reports

Entry point for operational and AP reports. Export all (ZIP) or per-report CSV.

AP aging

Menu path: /workspace/{your-company-slug}/purchase/reports/ap-aging

Unpaid vendor bills by age bucket — cash planning.

Vendor outstanding

Menu path: /workspace/{your-company-slug}/purchase/reports/vendor-outstanding

Open balances per vendor as of a date.

Spend analysis

Menu path: /workspace/{your-company-slug}/purchase/reports/spend-analysis

Purchases by vendor, category, or period.

PO status

Menu path: /workspace/{your-company-slug}/purchase/reports/po-status

Open PO lines: ordered vs received vs billed.

Payment register

Menu path: /workspace/{your-company-slug}/purchase/reports/payment-register

Completed and scheduled payments in a period.

Three-way match report

Menu path: /workspace/{your-company-slug}/purchase/reports/three-way-match

Exceptions and match status across PO/GRN/invoice.

Debit note register

Menu path: /workspace/{your-company-slug}/purchase/reports/debit-note-register

List of debit notes and settlement status.

GSTR-2

Menu path: /workspace/{your-company-slug}/purchase/reports/gstr-2

Purchase-side GST input summary for filing prep.

TDS register

Menu path: /workspace/{your-company-slug}/purchase/reports/tds-register

Tax deducted at source on vendor payments and invoices.

Lead-time report

Menu path: /workspace/{your-company-slug}/purchase/reports/lead-time

PO to GRN duration by vendor — delivery performance.

Cost-center spend

Menu path: /workspace/{your-company-slug}/purchase/reports/cost-center-spend

Purchases grouped by cost center / department.