Vendor quotations and purchase orders
Record quotations, create orders from a request or a bill of quantities, complete orders, and record the vendor bill.
Menu Procurement → Purchase Orders, for the purchasing team.
Vendor quotations
On a pending or approved request: add quotations (vendor, date, total, PDF/image file). Mark one as selected.
Creating an order
From an approved request:
- Choose the vendor. Without changing the lines, the request lines are copied with their estimated prices; change them to the vendor's prices.
- Fill in tax (for example VAT
11), payment terms (default from the vendor), and the currency if not IDR. - Save. The order is issued right away and the request becomes Ordered.
One request may have several orders, for example one per vendor. Cancelling the last order puts the request back to Approved.
An order can also be created from an approved project bill of quantities, without a request. Its quantities may not exceed what is left in the bill. See Bill of quantities.
Completing an order
When the goods arrive, press Complete. With automatic purchasing journals on, a "goods received not invoiced" journal is posted. Record the goods in the warehouse with goods in from a purchase order.
Vendor bill
Finance records the bill from the order: Finance → Vendor Bills → from order. An order with a bill cannot be cancelled. See Vendor bills.
Printing
Print shows the order with the company letterhead, vendor, lines, taxes, total and the approval trail of its request.