The Purchasing module

Suppliers, a requisition from the floor, an RFQ, the order and its two signatures, receiving, the supplier's bill matched against both, and the payment run.

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1 · The supplier record
Before anything is bought, the supplier exists once — with their tax number, their lead time and whether their goods need inspection.
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Press New supplier
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Name, contact and tax number
The tax number is what a supplier bill is checked against — an unregistered supplier charges no VAT you can reclaim.
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Lead time and inspection
14 days from order to delivery — that is what shortage planning counts back from. Tick inspection and receiving cannot skip quality.
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Save the supplier
2 · The floor asks for something
A requisition is a REQUEST, not an order. It commits no money — it tells purchasing what production needs.
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Press New requisition
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What is needed, how much, by when
1,000 kg of MDI, needed in three weeks. Purchasing decides who supplies it and at what price — not the person asking.
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Save the requisition
3 · Asking suppliers for a price
An RFQ goes to several suppliers for the same list, so you compare like with like before you commit.
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Press New RFQ
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Title it and list what you are asking for
Give it a title a supplier will recognise on an email, then the same 1,000 kg.
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Save the RFQ
Send it to two or three suppliers and record what each quotes; the cheapest is not always the one with the lead time you need.
4 · The purchase order
This is the document that commits the company's money. Everything before it was preparation.
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Press New purchase order
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Supplier, warehouse and expected date
The warehouse decides which shelf the goods land on when they arrive.
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The line: material, quantity, price
1,000 kg at 95 EGP. 95,000 — and this workspace needs two signatures over 50,000.
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Save the order
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Press Mark as ordered
Under the limit this would place the order outright. Over it, this is what sends it for approval.
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It is waiting for two signatures
A named Manager, and any manager — two different people. Signing twice yourself is refused by the server.
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Ahmed signs first
He was notified. He opens the order and approves as Manager.
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Approve
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Nourhan signs second
With both signatures the order becomes Ordered by itself, and can be sent to the supplier.
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Send it to the supplier
A printable order and an email. Sending IS ordering — a draft the supplier is holding is not a draft.
5 · The goods arrive
Receiving is what raises stock — not the order, and not the supplier's invoice.
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Landed cost, when there is any
Freight, customs and clearing are added here and spread over the lines — so the goods carry what it really cost to get them here.
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Press Receive stock
Record what actually came. If 800 kg arrived, type 800 — the other 200 stay outstanding on the order.
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Press Confirm receipt
Stock rises, and the material's cost is updated to what you actually paid for this delivery.
6 · The supplier's bill
Three documents must agree: what you ordered, what you received, and what they are charging. That is the three-way match.
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Press New bill
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Attach it to the order it belongs to
Choosing the order is what lets the system compare the three. A bill with no order behind it is checked by nobody.
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Their number, their amount, their VAT
95,000 plus 14%. Type what the paper says — the point of the match is to catch a difference, not to hide it.
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Save the bill
The list shows the match result: matched, or a difference in quantity or price, in words.
7 · Paying suppliers
Thirty bills are not thirty payments. A payment run pays them together — and over a limit it waits for two signatures, like the order did.
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What is due, and the bands that guard it
The run states each currency separately — riyals are never added to pounds and labelled EGP.
8 · Two screens worth knowing
Price lists keep each supplier's agreed prices with the date they were quoted; scorecards show who actually delivers on time.
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Vendor price lists
A price older than six months is flagged when it is used to cost a quotation — an old price is a wrong margin.
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Supplier scorecards
On-time delivery and quantity accuracy, from your own receipts — not from an opinion.