Purchases

Purchases Settings

Go to Purchases > Configuration > Settings.

Order Settings

Billing Settings

• Three-Way Matching - Match PO, receipt, and bill. Warns on discrepancies.
• Bill Control - Prevent creating bills without a confirmed PO.
• Update Stock on Bill - If enabled, posting a bill can update stock (for services/consumables without receipt).

Vendor Records

Vendors are contacts marked as "Vendor". Create via Purchases > Orders > Vendors or the Contacts app.

Key Vendor Fields for Purchases

• Name - Legal vendor name.
• Supplier/Partner - Check this box to mark as vendor.
• Currency - Vendor's currency for multi-currency procurement.
• Payment Terms - Net 30, Due on Receipt, etc. Flows to bills.
• Purchase Team - Assign to a team for procurement tracking.
• Tags - Categorise: Preferred, International, Backup, etc.
• Fiscal Position - Auto-apply tax rules based on vendor country.
• Bank Accounts - For vendor payments.

Vendor Price Lists (Supplier Info)

Define per-vendor pricing for each product. Go to Purchases > Products > Vendor Price Lists or open a product → Vendors tab.

Vendor Portal

Vendors with portal access can view their RFQs, POs, and bills. They can confirm delivery dates and submit invoices online. Enable portal access on the vendor contact form → Portal Access tab.

Goods Receipt

When goods arrive from a vendor, you receive them in Inventory. Go to Purchases > Orders > Receipts (or Inventory → Operations → Receipts).

Receiving Process

1. Open the receipt (auto-created when PO is confirmed).
2. Verify the products and quantities against the delivery note.
3. If quantities differ, edit the lines before validation.
4. Click Validate. Stock is added to the warehouse.
5. If the receipt is less than ordered, Quickenerp asks:
• Create Backorder - For outstanding items.
• Cancel Remaining - Close the PO with partial receipt.
6. The purchase order's receipt status updates.

Partial Receipts

For partial receipts, edit the quantity on the receipt line before validating. A backorder is created automatically if needed. Each partial receipt reduces the remaining quantity on the PO.

Quality Control

If the Quality Control module is installed, you can create quality checks on receipt. Configure in Inventory → Configuration → Quality Checks. Checks can be manual (user inspects) or automated (measurements).