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  5. Chapter 6 — Purchasing (Purchase)

Chapter 6 — Purchasing (Purchase)

In this chapter: the complete supply cycle — from the supplier and purchase request through to the order, goods receipt, bill and return.

6-1. Suppliers (Lieferanten)

  • Create/edit a supplier: name, contact details, terms.
  • Every purchasing document is linked to a supplier; complete these first.

6-2. The purchasing cycle at a glance

Request (Anfrage) → Purchase order (Bestellung) → Goods receipt (Beleg) → Bill (Bill) ↘ Return/refund if there's a problem

  • Requests (Anfragen): record a purchasing need as a request (yourself, or from the "low stock" suggestion). An approved request is turned into a purchase order with one button.
  • Purchase orders (Bestellungen): the formal order to the supplier — items, quantity, purchase price. The list and details of each order are here. (Recording and receiving step by step is also covered in the point-of-sale guide, Chapter 8.)
  • Each purchase order's page has an approval workflow: Approve / Reject / Hold / Reopen / Close / Complete and adding a comment, plus the Approvals, Documents, Notifications and History tabs. This way, the purchase passes through the manager's approval path before being sent to the supplier.
  • Goods receipts (Belege): records of receiving goods; each receipt raises the warehouse stock.
  • Bills (Bills): record the supplier's invoice so that the payment accounting for them stays accurate.
  • Returns to supplier (Retouren) and refunds (Erstattungen): returning defective goods and tracking the refunded amount.

6-3. Product sourcing (Produkt-Sourcings)

  • For each product, record which suppliers it can be obtained from and at what price.
  • When creating a purchase order, this same information is suggested.

6-4. Low stock (Low Stock)

  • An automatic list of items that have reached their reorder threshold.
  • From this list, create a purchase request/order so you never run out of stock.

6-5. Notifications and reports

  • Purchasing notifications: messages and reminders related to purchasing (create and view).
  • Purchasing reports: purchasing statistics for analysing costs and supplier performance.