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.

30 steps

Watch it end to end

The whole walkthrough, no narration — the captions are on the screen.

Step by step

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.
1
Press New supplier
2
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.
3
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.
4
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.
5
Press New requisition
6
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.
7
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.
8
Press New RFQ
9
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.
10
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.
11
Press New purchase order
12
Supplier, warehouse and expected date
The warehouse decides which shelf the goods land on when they arrive.
13
The line: material, quantity, price
1,000 kg at 95 EGP. 95,000 — and this workspace needs two signatures over 50,000.
14
Save the order
15
Press Mark as ordered
Under the limit this would place the order outright. Over it, this is what sends it for approval.
16
It is waiting for two signatures
A named Manager, and any manager — two different people. Signing twice yourself is refused by the server.
17
Ahmed signs first
He was notified. He opens the order and approves as Manager.
18
Approve
19
Nourhan signs second
With both signatures the order becomes Ordered by itself, and can be sent to the supplier.
20
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.
21
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.
22
Press Receive stock
Record what actually came. If 800 kg arrived, type 800 — the other 200 stay outstanding on the order.
23
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.
24
Press New bill
25
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.
26
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.
27
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.
28
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.
29
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.
30
Supplier scorecards
On-time delivery and quantity accuracy, from your own receipts — not from an opinion.