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The Purchase Management module handles the complete procurement lifecycle from requisitions and purchase orders to goods receipt and supplier payments.

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Overview

Manage your purchasing operations efficiently with support for purchase requisitions, orders, receiving, returns, and supplier account reconciliation.
Purchase documents support multi-account payments, partial receiving, and integration with inventory and financial modules.

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Module Components

Purchase Requisition

Create internal requests for materials needed by departments or projects

Purchase Order

Issue formal purchase orders to suppliers without immediate payment

Purchase Receipt

Record goods received from suppliers with payment and inventory updates

Purchase Return

Return defective or incorrect items to suppliers

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Purchase Requisition Process

1

Create Requisition

Navigate to Bills > Purchase Requisition and click New.Purchase requisitions are internal documents used to request purchasing approval before creating orders.
2

Add Required Items

Add products with:
  • Product name and specifications
  • Required quantity
  • Target price (optional)
  • Urgency level
  • Purpose/remarks
3

Submit for Approval

Save and submit the requisition. Depending on your workflow configuration:
  • May require department manager approval
  • May require purchasing manager approval
  • May require budget approval
4

Convert to Purchase Order

Once approved, the requisition can be converted to a purchase order. The system links the order back to the originating requisition.

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Purchase Order Management

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Creating Purchase Orders

Purchase orders can be created:
  1. From Requisition: Convert approved requisitions to orders
  2. From Sales Order: Support “order-on-demand” (以销定购) procurement
  3. Direct Entry: Create standalone purchase orders
Use Case: Regular procurement from suppliersKey Fields:
  • Supplier selection
  • Product details (with barcode, name, specs search)
  • Quantity and unit price
  • Discount rate
  • Delivery date
  • Linked requisition (if applicable)
  • Settlement account for deposits
  • Remarks
Purchase orders do not affect inventory or payments until converted to purchase receipts.

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Purchase Order Status

StatusDescriptionActions Available
UnapprovedDraft stateEdit, Delete, Audit
Under ReviewMulti-level approval pendingView only
ApprovedOrder confirmedConvert to Receipt
Partial ReceiptSome items receivedContinue receiving
CompletedAll items receivedView history

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Force Close Orders

For orders in Partial Receipt status that won’t be fully fulfilled:
  1. Select the partial orders
  2. Click Force Close
  3. Confirm the action
  4. Status changes to Completed without waiting for remaining items
Use force close when suppliers cannot deliver remaining quantities or when you’ve decided to source items elsewhere.

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Purchase Receipt (Goods Receiving)

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Receipt Process

1

Access Purchase Receipts

Go to Bills > Purchase Receipt or convert from an approved purchase order.
2

Select Supplier and Warehouse

  • Choose the supplier
  • Select receiving warehouse (only warehouses with your permission appear)
  • Link to purchase order if applicable
3

Record Received Items

For each product:
  • Verify product details
  • Enter received quantity
  • Confirm unit price
  • Record tax amount if applicable
  • Add serial numbers or batch numbers if required
4

Calculate Totals

The system calculates:
  • Subtotal (before tax)
  • Tax total
  • Grand total (including tax)
  • Discount amount
  • Other fees (shipping, handling, etc.)
  • Deposit deduction (if advance payment was made)
  • Amount payable
5

Process Payment

Record payment details:
  • Select payment account(s)
  • Enter payment amount
  • Record outstanding payable (debt)
  • Support multi-account payment
The system tracks:
  • Current payment
  • Current debt
  • Final outstanding balance
6

Audit and Complete

Audit the receipt to:
  • Add inventory to warehouse
  • Record payment in accounts
  • Update supplier payables
  • Update purchase order status

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Partial Receiving

Support receiving items in multiple shipments:
  • Create multiple receipts linked to the same purchase order
  • Each receipt records a portion of the total quantity
  • Purchase order status shows Partial Receipt
  • When all items received, status changes to Completed

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Payment and Debt Tracking

The receipt document tracks complex payment scenarios: 
Grand Total (including tax): $10,000
Discount: -$200
Other Fees: +$150
Deposit Applied: -$1,000
─────────────────────────────
Amount Payable: $8,950

Payment Made: $5,000
Current Debt: $3,950
Previous Outstanding: $2,000
─────────────────────────────
Final Payable Balance: $5,950
Debt indicators:
  • Green amount: Payment has been made (linked payment document exists)
  • Red amount: No payment yet (full debt outstanding)

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Purchase Returns

Return goods to suppliers for defects, overshipment, or other reasons:
  1. Create Return: Use Convert to Purchase Return from original receipt
  2. Select Return Items: Choose products and quantities to return
  3. Enter Return Reason: Document why items are being returned
  4. Process Refund: Record refund from supplier or apply to payables
  5. Audit: Updates inventory and accounts
Returned receipts show [退] indicator on the original document.

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Supplier Management

Within purchase documents, you can:
  • Search suppliers by name
  • Refresh supplier list
  • View supplier credit terms
  • Track total payables per supplier
  • Link to supplier account details

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Search and Filtering

Basic Search:
  • Document number
  • Product information (barcode, name, mnemonic, specs, model)
  • Date range
Advanced Filters:
  • Supplier
  • Warehouse
  • Operator
  • Linked order/requisition number
  • Settlement account
  • Debt status (has debt / no debt)
  • Document status
  • Remarks

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Batch Operations

Batch Delete

Remove multiple unapproved documents

Batch Audit

Approve multiple receipts or orders simultaneously

Batch Reverse Audit

Unapprove multiple documents for corrections

Force Close

Complete partial orders that won’t be fully fulfilled

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Multi-Account Payments

Purchase receipts support splitting payments across multiple accounts: Example:
  • Bank Account A: $3,000
  • Bank Account B: $2,000
  • Cash: $500
  • Remaining Payable: $2,500
This flexibility accommodates various payment arrangements with suppliers.

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Column Customization

Customize list views by showing/hiding columns:
  • Supplier
  • Document number and linked orders
  • Product information
  • Date and operator
  • Quantities
  • Financial details (amounts, discounts, deposits, debts)
  • Settlement accounts
  • Status
Click Restore Default to reset to factory settings.

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Document Display Features

Document numbers show helpful indicators:
  • [订]: Converted from purchase order
  • [退]: Has associated return
  • [请]: Created from purchase requisition

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Integration with Other Modules

Inventory Management

Purchase receipts automatically update stock levels and cost prices in connected warehouses.

Financial Management

Payments and payables flow to accounts payable tracking and supplier reconciliation reports.

Sales Orders

Order-on-demand feature links customer sales orders to purchase orders for JIT fulfillment.

Reporting

Purchase data feeds into:
  • Purchase analysis reports
  • Supplier performance
  • Cost analysis
  • Vendor account statements

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Best Practices

  1. Use Requisitions: Implement requisition approval workflow for spending control
  2. Link Documents: Always link receipts to orders to maintain traceability
  3. Record Serials/Batches: Track serial and batch numbers for quality control
  4. Prompt Auditing: Audit receipts promptly to maintain accurate inventory
  5. Reconcile Suppliers: Regularly verify outstanding payables with supplier statements
  6. Multi-Currency: Configure currency settings if dealing with international suppliers

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Permissions

Control access to purchase functions:
  • View: See purchase documents
  • Add/Edit: Create and modify documents
  • Delete: Remove unapproved documents
  • Audit: Approve/unapprove documents
  • Export: Download data
  • Warehouse Access: Limit which warehouses users can receive into

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