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Purchases & Procurement

Manage your entire supply chain and procurement lifecycle — from initial Purchase Orders to Vendor Bills, Goods Receipt, and final supplier payments.

Sidebar → Purchases → redirects to /purchases/orders

[!NOTE] The Purchases module is subscription-gated (purchase module). Access is restricted to admin, accountant, and manager roles.

🔄 The Procurement Cycle (Procure-to-Pay)

1. Purchase Orders (/purchases/orders)

The Purchase Orders page is the formal request to a vendor for goods or services.

Creating a Purchase Order (→ /purchases/orders/new or /purchases/orders/:id for edit): - Select the Vendor from your master data registry. - Add Line Items with quantities, unit costs, and the applicable tax rate. - Set Delivery Warehouse — the location where goods will be received. - A unique reference (e.g., PO/2026/0001) is auto-assigned upon save.

Approvals: High-value POs may require manager sign-off via the Approvals engine at /approvals.

Commitment Tracking: View your outstanding commitments to suppliers in real-time from the PO list.

2. Receive Goods / GRN (/inventory/receive)

The Receive Goods page is used to verify and record incoming shipments against your original PO: - Select the relevant Purchase Order to auto-populate expected quantities. - Enter actual received quantities — partial receipts are fully supported. - Log any discrepancies in quantity or quality during the receipt process. - Posting the GRN immediately updates stock levels in the destination warehouse.

3. Vendor Bills (/purchases/invoices or /accounting/bills)

The Vendor Bills page records the final invoice received from your supplier: - Create a new bill (→ /purchases/invoices/new) or link to an existing PO. - AI Scanning (OCR): Upload your supplier's PDF bill to the AI Office to extract supplier details, amounts, and Tax ID automatically. - Matching: The system verifies that the bill matches the received quantities and the original PO price — any variance is flagged for review. - Input VAT on qualifying purchases is automatically tracked as a recoverable tax.

4. Supplier Payments (/accounting/payments)

The Supplier Payments page records the actual cash or bank transfer made to your vendor: - Create a new payment (→ /accounting/payments/new) - Select the payment account (Bank or Cash), the vendor, and the bill(s) being settled. - Posting clears the Accounts Payable liability and updates your Cash/Bank balance.

📊 Accounting & Expenditure Integration

Every step in the procurement process is integrated with your General Ledger:

Event Debit Credit
GRN Posted Inventory / Expense Account Goods Received Not Invoiced (GRNI)
Vendor Bill Posted GRNI / Expense Account Accounts Payable
Payment Made Accounts Payable Bank / Cash

📋 Vendor Management (/purchases/vendors)

The Vendors page provides a sales-context view of your supplier list: - Search and view vendor contact details and balances - Quick-create a new vendor from this page

[!TIP] For detailed vendor master data including tax classification and payment terms, manage vendors via Master Data → Vendors (/masters/vendors).

✅ Procurement Business Rules

  • Tax Input: VAT on qualifying purchases is automatically tracked as Input Tax for your VAT Return.
  • Vendor Payment Terms: Set default Net 30 / Net 60 payment terms per vendor in Master Data.
  • Cost Allocation: Link purchases to specific Projects to track project-specific costs.
  • TRN Requirement: Always record your vendor's TRN to ensure your Input VAT claims are valid with the UAE FTA.
  • Draft Immutability: Vendor Bills in Draft mode can be edited freely; once Posted, only accounting corrections (credit/debit notes) are permitted.

Next Steps: Review your supplier obligations in the Accounts module via Aging Reports and PDC Management.