Purchase

Manage products, vendors, and purchase orders in a complete procurement workflow.

What's Included

The Purchase module covers procurement from product catalog management through to approved purchase orders. Three screens handle the distinct parts of the procurement process:

Products & Variants — your internal product catalog with variant management. This is the source of truth for what you buy, at what price, and in what unit.
Vendor Management — your supplier directory. Contact details, payment terms, currency, and purchase history per supplier.
Purchase Orders — the full RFQ-to-PO workflow. Create requests for quotation, send to vendors, compare quotes, approve, and receive goods.

Connected to Warehouse

When a Purchase Order is marked as received, stock quantities in Warehouse Inventory are updated automatically. There is no manual stock entry required — the receipt creates an inventory movement with the PO as the source document.

Feature Overview

Products & Variants

Central product catalog with variant support (size, colour, material). List and grid view. Category filtering. Two-row header: title + primary actions on top, search and filter controls on the second row.

Vendor Management

Supplier directory with full contact details, payment terms, and currency. Linked purchase history. Manual vendor rating (1–5 stars). Export to Excel.

Purchase Orders

Draft → RFQ → Confirmed → Received workflow. Line-item entry with product lookup. Approval workflow for orders above threshold. Auto-creates inventory receipt on confirmation.

Procurement Workflow

The full procurement cycle flows through all three Purchase screens:

Add Vendor → Add Product → Create PO → Send RFQ → Approve PO → Receive Goods → Stock Updated

Add Vendor — before raising a PO, the vendor must exist in Vendor Management. Company name is the only required field.
Add Product — before adding a line item to a PO, the product must exist in Products & Variants. Product name is required; cost price and variants are optional at creation.
Create Purchase Order — select the vendor, add product line items, set quantities and unit prices.
Send as RFQ — optionally mark the PO as a Request for Quotation and send it to the vendor. The vendor's quoted price can be entered when their response arrives.
Approve — authorised approvers confirm the PO. Orders above a configurable threshold require approval before moving forward.
Receive Goods — when goods arrive, click Receive and record actual quantities received. Partial receipts are supported.
Inventory Updated — Warehouse Inventory is updated automatically with a Receipt movement for each received line item.

Add Record Mode

All three Purchase screens support both modal and panel add modes. When a user clicks "Add Vendor", "Add Product", or "Create PO", the form appears either as a centred modal overlay or as a right-side panel — depending on the Add Record Mode setting in Settings → Appearance → Add Record Mode.

Modal (default) — the form appears as a centred overlay with a dark scrim behind it. Focus is on the form.
Panel — the form slides in from the right edge as a side panel. The rest of the screen remains visible, which is useful for referencing existing records while filling in the form.

Edit mode (editing an existing record) always uses the modal style regardless of this setting.

Getting Started

Add your first vendor — navigate to Vendor Management, click Add Vendor, enter the company name and any available contact details.
Add your first product — navigate to Products & Variants, click Add Product, enter the product name and category. Add variants if applicable (e.g. Small / Medium / Large).
Create your first Purchase Order — navigate to Purchase Orders, click Create PO, select the vendor, add the product as a line item with quantity and unit price, and save.
Approve and receive — approve the PO, then when goods arrive, record the receipt. Check Warehouse Inventory to confirm stock was updated.

Frequently Asked Questions

Do I need to create a vendor before I can create a Purchase Order?

Yes. A Purchase Order must be linked to a vendor that already exists in Vendor Management, so add the vendor first — company name is the only required field, so this takes seconds. The same applies to products: any line item on a PO must reference a product that already exists in Products & Variants.

Does receiving a Purchase Order automatically update my warehouse stock?

Yes. When you click Receive on a confirmed PO and record the quantities received, Warehouse Inventory is updated automatically with a Receipt movement tied to that PO as the source document. There is no separate manual stock-entry step, and partial receipts are supported if only part of the order has arrived.

What is the difference between an RFQ and a regular Purchase Order?

An RFQ (Request for Quotation) is the same PO record marked to be sent to a vendor for pricing before it is finalised. Once the vendor responds, you enter their quoted price on the same order and move it forward through the Draft → RFQ → Confirmed → Received workflow — there is no separate RFQ document to manage.

Can I choose whether the "Add Vendor" or "Add Product" form opens as a modal or a side panel?

Yes. All three Purchase screens (Products & Variants, Vendor Management, Purchase Orders) respect the Add Record Mode setting under Settings → Appearance. Choose Modal for a centred overlay or Panel for a right-side slide-in form. Note that editing an existing record always opens in the modal style regardless of this setting.