Purchasing

Purchasing — overview

Purchasing covers planning, RFQs, orders, goods receipt (and cost price), incoming invoices (OCR / e-invoice), approval workflow, and the purchase invoice register. How to open: left menu Purchasing Typical flow 1. Purchase planning → PO (optional RFQ) 2. Goods receipt → stock + average cost 3. Incoming invoices → digitize / sync → approval steps 4. Purchase invoices → pay / credit Guides - Purchase planning - Purchase RFQs - Purchase orders - Goods receipt - Cost price calculation - Incoming purchase invoices - Digitizing purchase invoices - Approval workflow - Purchase invoices - Suppliers, articles and expense reports - Purchase reports

Purchase planning

Purchase planning shows articles that are out of stock or below minimum. From here you can create a purchase order. How to open: Purchasing → Purchase planning 1. Open Purchase planning. 2. Review rows (out of stock, below minimum). 3. Select articles to buy. 4. Tap Create purchase order. 5. Check supplier, quantities and warehouse → save the PO. Stock levels and minima are maintained mainly in Warehouse. Planning only reads them. Related: Purchase orders, Purchasing — overview.

Purchase RFQs

A purchase RFQ asks suppliers what they can offer and at what price. When you pick an offer, create a purchase order. How to open: Purchasing → Purchase RFQs 1. Create purchase RFQ — supplier(s), lines, quantities. 2. Save as Draft, then Mark as sent. 3. When ready: Create purchase order. Statuses include Draft, Sent, Answered, Selected, Closed, Cancelled. You can skip RFQs for small or repeat buys and go straight to a PO. Related: Purchase orders, Purchasing — overview.

Purchase orders

A purchase order is the official order to a supplier: what, how much, price, and which warehouse. How to open: Purchasing → Purchase orders Create 1. Create purchase order (from planning, RFQ, or manually). 2. Pick supplier and warehouse. 3. Add lines and save Draft or send. Send Send email (send PO by email). Optional: Send via Docura if configured. Status usually becomes Sent. Statuses Draft · Sent · Confirmed · In fulfilment · Partially fulfilled · Fulfilled · Cancelled Billing: Not invoiced · Partially invoiced · Invoiced Next: Goods receipt or Purchase invoices.

Goods receipt

Goods receipt confirms stock arrived (receipt note / GRN). Purchasing → Goods receipt. From a PO: Receive → enter qty (partial OK; Fill remainders) → Confirm receipt. Status: not received → partially → fully. Save draft does not change stock and creates no journal entry. Receive (confirm) updates stock and creates the accounting journal entry (when receipt cost > 0). Extra costs: allocate → New warehouse price. Cost math: Cost price calculation. Link invoice: Link / Create new / Remove link; or Create invoice (N). Related: Purchase orders, Purchase invoices.

Cost price calculation

Cost / average cost / warehouse price is how stock is valued. Default method: weighted average. On goods receipt confirm: new average = (old stock × old avg + qty × purchase unit cost) / new stock. Extra costs on the receipt: allocate by value / equally / quantity → New warehouse price = purchase price + cost per unit; then average is re-blended. Draft receipts do not change cost and create no journal. Confirm updates average cost and creates the journal entry (cost > 0). Details: Goods receipt.

Incoming purchase invoices

Incoming purchase invoices is the inbox for supplier invoices before they land in the Purchase invoices register — PDFs, email, e-invoices, CostPocket. How to open: Purchasing → Incoming purchase invoices (page title may be Incoming invoices). Channels Upload (OCR dropzone) · Email · E-invoice (Sync) · CostPocket · Manual Digitization: Digitizing purchase invoices. Approvals: Approval workflow. Day-to-day 1. Open the list; filter Pending / Accepted / Rejected. 2. Open a row → review supplier, amounts, tag (Stock, Expense, etc.). 3. Approve / Decline your approval step when it is your turn. 4. When the chain finishes, the invoice moves to Purchase invoices. E-invoice: Sync, Decline, Restore. Ordinary reject: Reject with reason; Accept to undo. Related: Purchase invoices, Purchasing — overview.

Digitizing purchase invoices

Turn PDFs, images or email into purchase invoices via OCR. Main place: Purchasing → Incoming purchase invoices. 1. Drop files on Drop PDF or images here or Choose files (PDF, JPG, PNG, WEBP, XML). 2. Watch status: queued → processing → created / duplicate / failed. 3. Open the created invoice and continue with approval. Also: inbound email addresses on the same page, Sync for e-invoices, CostPocket Import invoices, or manual New invoice under Purchase invoices. Related: Incoming purchase invoices.

Approval workflow

Approval workflow (kinnitusring) defines who must approve purchase invoices and in which order — mainly on Incoming purchase invoices. Setup Settings → Company settings → Approval workflow Add steps: name, responsible people, mode (Anyone / Everyone), require tag, send to accountant after step, skip rules by tag / supplier / amount. Daily use 1. Open an invoice from Incoming purchase invoices. 2. Follow the chain; when it is your step: Approve or Decline. 3. If not your step, you can Save but not approve. 4. After all steps, the invoice appears under Purchase invoices. Filters on purchase invoices: My approvals · Awaiting approval · Approved · Rejected. Related: Incoming purchase invoices, Purchase invoices.

Purchase invoices

Purchase invoices is the register of accepted invoices. Incoming files and approvals are separate: - Incoming purchase invoices - Approval workflow - Digitizing purchase invoices Purchasing → Purchase invoices → New invoice. Save invoice creates/updates the journal entry. Then Add payment, Credit note, Goods return as needed. Related: Goods receipt, Cost price calculation, Purchasing — overview.

Suppliers, articles and expense reports

Suppliers Purchasing → Suppliers → Add supplier. Fill company details and bank info. Avoid duplicates. Articles Purchasing → Articles (hub may say Purchase articles). Add article, link to warehouse product if needed. Accountable persons and expense reports Accountable persons and Accountable persons’ expense reports under Purchasing. Create expense reports, add lines, submit/approve, then settle. Liabilities report: Liabilities to accountable persons. Related: Purchase orders, Purchase invoices, Purchasing — overview.

Purchase reports

Purchase reports summarise supplier payables, purchase volume, and liabilities to accountable persons. Day-to-day invoice work stays in Purchase invoices. How to open: Purchasing → Reports - Accounts payable — open supplier debts; filter overdue invoices - Purchase report — volume for a period → Generate report - Liabilities to accountable persons — expense report / advance balances Prefer Accounts payable for debt chasing; use the purchase report for turnover analysis. Related: Purchase invoices, Purchasing — overview.