Purchases
Purchase follows one chain: raise an inquiry, record supplier quotations, place the order, record the supplier's invoice, and pay it, with delivery notes for goods received. Each later document links back to the earlier one it relates to. Suppliers and Products sit behind that chain, Debit Notes handle returns and adjustments, and documents print or export to PDF. Recording a purchase invoice puts the goods into stock and, once your accounts are set in Finance settings, posts the payable to your ledger.
Powerful modules, built for teams
Each module is designed to be composable: pick what you need, scale as you grow, and integrate with your existing workflows. Below you'll find an expanded view of every module, quick stats, integrations, and a short FAQ to help your evaluation.
(1) Suppliers
Supplier profiles with contact, address, bank, tax, and payment-term details, grouped by category.
Supplier Profiles
Contact & Address Details
Payment Terms
Bank Details
Tax ID & License
Supplier Categories
Custom Fields
Print Profile
Add a supplier with its contact, tax, and bank details, and file it under a category.
(2) Products
The product catalog purchase documents draw on, with variations, pricing, and shipping details.
Product Catalog
Categories
Multi-step Product Form
Variations
Cost Price
Sub-units
Dimensions & Shipping
Accessories
Print / PDF
Add a product through the step-by-step form, set its category, cost, and variations, and use it on inquiries and orders.
(3) Purchase Inquiry
Raise an inquiry for the items you need, categorized and tracked, with details read from an uploaded document.
Raise an Inquiry
Inquiry Categories
Product Lines
Document Upload & Extraction
Deadline
Delivery Terms
Terms & Conditions
Status Tracking
PDF Export & Print
Raise an inquiry with its product lines and deadline, then track its status as supplier responses come in.
(4) Purchase Quotation
Record the quotations suppliers send, with validity, payment terms, and their documents attached.
Record Supplier Quotes
Quote Categories
Validity Period
Payment Terms
Terms & Conditions
Financial Breakdown
Document Upload
PDF Export & Print
Record each supplier's quote with its validity and terms, attach their document, and pick it when you raise the purchase order.
(5) Purchase Order
The order you send the supplier — line items, taxes, and the delivery date you're holding them to.
Create a Purchase Order
Link to Quotation
Supplier & Delivery Details
Line Items & Taxes
Advance & Balance
Shipping Cost
Payment Terms
Order Categories
Status Tracking
Document Upload
PDF Export & Print
Create the order, pick the quotation it is based on, add line items and payment terms, and print or export the PDF for the supplier.
(6) Purchase Invoice
Record supplier bills, bring the goods into stock, and post the payable to your ledger.
Record Supplier Bills
Link to Purchase Order
Taxes & Discounts
Due Dates
Payment Status
Stock-in on Recording
Finance Journal Posting
Bill Approval Threshold
Three-way Match (optional)
Duplicate Bill Check
Proforma Invoices
PDF Export & Print
Record the bill against its purchase order. Stock is added when you record it, and the payable posts once your accounts are set in Finance settings. Three-way matching and an approval limit are optional settings there.
(7) Payment Made
Record payments against purchase invoices or orders, in full or in part.
Record a Payment
Payment Mode
Link to Invoice or Order
Partial Payments
Outstanding Balance
Tax Deducted
Advance Tracking
Receipt Upload
Finance Voucher Posting
Pick the invoice, enter the amount and payment mode, and the outstanding balance shows on the payment form and the invoice.
(8) Delivery
Record goods received against a purchase order, with who delivered, who received, and how.
Record Goods Received
Link to Purchase Order
Linked Invoice
Delivery Method
Received By
Delivered By
Delivery Status
Document Upload
Terms & Conditions
Record the delivery against its purchase order and note who delivered and who received it. Stock is added when the purchase invoice is recorded.
(9) Debit Notes
Adjust a purchase invoice for returns, damaged goods, discounts, or price changes.
Raise a Debit Note
Link to Invoice
Debit Note Types
Reason for Adjustment
Receipt Document
Stock Return Reconciliation
Payable Journal Posting
PDF Export & Print
Raise a debit note against the invoice, choose its type and reason, and returned stock and the payable adjust with it.
Integrations & exports
Our system seamlessly integrates with a wide range of third-party applications, enabling smooth data exchange across platforms. Whether it’s syncing with accounting software, CRMs, or analytics tools, integrations help streamline workflows and improve productivity.
Google Work Space
Google Drive
One Drive
Frequently asked
Do we have to start with an inquiry?
No. You can raise a purchase order directly. The inquiry and quotation steps are there when you want a paper trail first.
How do quotations link to purchase orders?
Record each supplier's quotation, then pick the one you choose when you create the purchase order.
What happens when goods arrive?
Record the delivery against the purchase order. Stock levels in Stock Management update when the purchase invoice is recorded.
Can we pay a bill in installments?
Yes. Payment Made supports partial payments, and the outstanding balance shows on the payment form and the invoice.
How do we handle a return or an overcharge?
Raise a debit note against the purchase invoice with the reason and the amount, including any tax adjustment.
Does Purchase connect to Finance?
Yes. Once your accounts are set in Finance settings, a recorded purchase invoice posts the payable to your ledger, so accounts payable reflects your buying without re-entry.