Purchases
Purchase follows one chain: raise an enquiry, collect quotations, place the order, receive the goods, record the bill, and pay it. Suppliers and Products sit behind that chain so prices, terms, and supplier mapping are already there when you need them. Debit Notes handle what goes wrong — returns, short deliveries, overcharges — and every document exports to PDF for the supplier. Received goods update Stock Management and recorded bills raise a payable in Finance, so nothing is entered twice.
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
The companies you buy from — contacts, terms, the products they supply, and everything you've ordered.
Supplier Profiles
Contact & Address Details
Linked Products
Payment & Credit Terms
Purchase History
Supplier Documents
Add a supplier with their contact and payment terms, then link the products they supply.
(2) Products
The catalog you buy against, grouped into categories and mapped to the suppliers who stock each item.
Product Catalog
Categories & Subcategories
Unit & Pricing
Supplier Mapping
Stock Linkage
Search & Filters
Create your categories, add products with their unit and price, then map each one to its suppliers.
(3) Purchase Enquiry
The first step in buying — ask suppliers what they can offer, then turn the best reply into a quotation.
Raise an Enquiry
Enquiry Categories
Product Lines
Send to Suppliers
Status Tracking
PDF Export & Print
Convert to Quotation
Raise an enquiry, add the product lines, and send it to your shortlisted suppliers.
(4) Purchase Quotation
Supplier prices side by side, with validity dates and terms, so you can pick on more than cost.
Record Supplier Quotes
Compare Prices
Validity Period
Terms & Conditions
Approval
PDF Export & Print
Convert to Purchase Order
Record each supplier's quote against the enquiry, compare them, and convert the winner into a 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
Supplier & Delivery Details
Line Items & Taxes
Approval Workflow
Delivery Schedule
Status Tracking
PDF Export & Print
Create a purchase order from an approved quotation, set the delivery date, and send the PDF to your supplier.
(6) Purchase Invoice
The supplier's bill, matched to its purchase order, with taxes, due dates, and what's still outstanding.
Record Supplier Bills
Link to Purchase Order
Taxes & Discounts
Due Dates
Payment Status
Attachments
PDF Export & Print
Record the supplier's bill against its purchase order — the system flags any difference in quantity or value.
(7) Payment Made
Payments you've sent suppliers, full or partial, each one linked to the bill it settles.
Record a Payment
Payment Mode
Link to Invoice or Order
Partial Payments
Outstanding Balance
Transaction History
Record a payment against an open bill and the outstanding balance updates on the supplier record.
(8) Delivery
Goods received against a purchase order, checked in with quantities and who signed for them.
Record Goods Received
Link to Purchase Order
Quantity Verification
Partial Deliveries
Received-by Details
Attachments
Open the purchase order, record the quantities received, and note who signed for the delivery.
(9) Debit Notes
Reductions on a supplier bill — returned goods, short deliveries, or an overcharge you're claiming back.
Raise a Debit Note
Link to Purchase Invoice
Reason for Adjustment
Amount & Tax Adjustment
Refund Tracking
PDF Export & Print
Raise a debit note against the supplier bill, give the reason, and the adjusted balance carries to Payment Made.
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 enquiry?
No. You can raise a purchase order directly. The enquiry and quotation steps are there when you want to compare suppliers first.
Can we compare quotes from several suppliers?
Yes. Record each supplier's quotation against the same enquiry, compare price, validity, and terms, then convert the one you pick into a purchase order.
What happens when goods arrive?
Record the delivery against the purchase order with the quantities received. Partial deliveries are supported, and stock levels update in Stock Management.
Can we pay a bill in instalments?
Yes. Payment Made supports partial payments, and the outstanding balance on the supplier record updates each time.
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. A recorded purchase invoice creates the payable in Finance, so accounts payable reflects your buying without re-entry.