The Purchasing module handles everything related to buying goods and services. It spans 7 sub-modules: Vendors, Purchase Requisitions, RFQs, Purchase Orders, Purchase Invoices, Contracts, and Payment Batches. Each can be used independently or as part of the full procure-to-pay flow.

Navigate to Operations → Purchasing in the sidebar. Youʼll see the purchasing dashboard with quick links to all 7 sub-modules.

Prerequisites

• Vendors must be created before creating purchase orders
• Chart of Accounts must have expense accounts configured
• Approval rules should be configured in Settings for multi-level approval

Procurement Flow

Purchase Requisition → RFQ → Purchase Order → Goods Receipt → Purchase Invoice → Payment Batch. Each stage has its own sub-module with full CRUD and action buttons.

Vendors

Vendor records store supplier information, payment terms, compliance documents, and purchase history. Every purchase order, invoice, and contract is linked to a vendor. View vendor detail pages with full history.

Approval Routing

Purchase orders and requisitions can require sequential or parallel approval based on amount thresholds. Action buttons (approve/reject) appear based on your role and the approval workflow stage.

Vendors

Supplier master data with company name, contact info, payment terms, tax ID, and compliance documents. Full CRUD with detail view showing purchase history.

Purchase Requisitions

Internal requests for goods or services. Employees submit requisitions with item details, quantities, and justification. Managers review and approve/reject. Action buttons progress the requisition through its lifecycle.

RFQs (Request for Quotation)

Send requests for quotation to multiple vendors, collect responses, and compare pricing. Award the RFQ to the selected vendor to generate a purchase order. Full CRUD with action buttons.

Purchase Orders

Formal purchase documents with line items, quantities, prices, tax, and GL account coding. Support multi-level approval routing. Track PO status from Draft through Approved, Partially Received, to Fully Received and Closed. Detail view with full line item breakdown.

Purchase Invoices

Match vendor invoices to purchase orders and goods receipts. Three-way matching ensures you only pay for what was ordered and received. Full CRUD with edit and action buttons.

Contracts

Manage vendor contracts with milestone tracking. Each contract links to a vendor and includes terms, dates, and deliverable milestones. Action buttons progress milestones. Full CRUD with edit and delete.

Payment Batches

Group approved purchase invoices into payment batches for processing. Create payment runs, add invoices to batches, and track batch status. Full CRUD with edit and action buttons.

Full Procure-to-Pay Flow

1. Employee submits Purchase Requisition with justification
2. Manager reviews and approves/rejects the requisition
3. RFQ sent to vendors, responses collected and compared
4. Purchase Order created from awarded RFQ (or directly for known vendors)
5. PO routes through approval chain based on amount thresholds
6. Vendor delivers goods → Goods Receipt recorded in Inventory
7. Vendor sends invoice → Purchase Invoice created and matched to PO + GR
8. Invoice approved → added to Payment Batch
9. Payment batch processed → Accounting entries posted to GL

• Always create a requisition before a purchase order for proper audit trail
• Compare at least 2-3 vendor quotes via RFQ for significant purchases
• Perform three-way matching (PO + GR + Invoice) before approving payments
• Keep vendor records updated with current contact info, payment details, and compliance docs
• Use GL account coding on PO line items for accurate expense tracking
• Use contracts for long-term vendor relationships with defined milestones