Purchasing
The complete purchasing cycle, from the purchase requirement through to the supplier invoice, by way of the request for quotation, the order and the goods receipt note.
Its real value is catching the difference between three things that should match and often do not: what you ordered, what arrived and what they invoice you. At goods receipt you record what actually arrived rather than what the order said, so if a supplier under-delivers, over-invoices or changes an agreed price, the discrepancy surfaces on its own instead of turning up three months later on a statement.
Goods receipt books the material into stock with its batch or serial number and updates the cost; the purchase invoice creates its due date in the payables ledger and its accounting entry. And if you would rather not key the invoice in, the OCR module reads it and creates the document with its line items, taxes and due dates.
The three figures
What you ordered, what arrived and what they invoice you
They should be the same figure and often they are not. The purchasing cycle exists precisely so that gap shows up on the day it happens, not in an account review six months later.
The route starts at the purchase requirement, moves through the request for quotation (so you can compare before deciding) the order with its agreed terms, and the goods receipt note. At goods receipt you record what actually arrived, not what the order said: quantities delivered, quantities outstanding and the state of the goods.
When the supplier invoice arrives, the system checks it against what was received and against the agreed price. If they under-delivered, over-invoiced or changed the price without warning, the discrepancy surfaces on its own.
What a goods receipt triggers
Receiving goods moves four things at once
In an integrated system, booking goods in is not filling out a note: it is the moment when inventory, cost, debt and traceability all update together.
- Stock enters the right warehouse, with its batch or serial number if the product carries them.
- Cost is updated with the real price of that purchase, the basis on which each sale's margin is later calculated.
- The due date of the invoice enters the payables ledger, with its date and payment method.
- The accounting entry is generated automatically, with the supplier account and the tax breakdown.
None of it depends on somebody remembering to repeat the figure elsewhere, which is exactly where warehouse and accounting stop matching.
Without keying invoices
Supplier invoices are read by AI
Keying purchase invoices in by hand is one of the tasks that eats the most admin hours and adds the least value. The OCR module reads the PDF or photo and creates the document with the supplier, line items, net amounts, VAT rates, withholdings and due dates.
There is no template to configure per supplier, because it does not recognise positions but understands what each figure is. And it learns your equivalences: the name a supplier uses for an item gets linked to your own reference and comes in already filled next time.
The document is proposed and a person validates it with the original alongside. That review step is what makes the system usable in production: the machine removes the mechanical work and the person keeps the decision.
Clearing things up
Frequently asked questions
Answers to what we get asked most.
Does it catch a supplier over-invoicing me?
Yes. At goods receipt you record what actually arrived rather than what the order said, and the supplier invoice is checked against what was received and against the agreed price. If they under-delivered, over-invoiced or changed the price, the discrepancy surfaces on its own.
What happens when I book goods in?
Four things at once: stock enters the warehouse with its batch or serial number, the item cost is updated with the real price of that purchase, the due date enters the payables ledger and the accounting entry is generated automatically.
Do I have to key in supplier invoices?
You do not have to: the OCR module reads the PDF or photo and creates the document with the supplier, line items, net amounts, VAT rates and due dates. There is no template to configure per supplier, and the document is reviewed with the original alongside before saving.
Can I compare quotes before buying?
Yes. The cycle starts at the purchase requirement and goes through requests for quotation to several suppliers, so you compare with the information in front of you before raising the order, and the reason for choosing one is on record.
ERP · Purchasing and sales
The complete purchasing and sales circuit with document traceability, expenses from your phone and profitability reports, connected to stock and accounting.
Sales
The complete sales cycle (quote, order, delivery note and invoice) with each document generated from the previous one, without retyping line items, prices or terms.
View moduleReports
Ready-made purchase and sales reports, analysable by customer, product, family, period, rep or area, and exportable to Excel.
Expenses
Company expenses are recorded where they happen: the employee photographs the receipt from the mobile app and the expense is created with its digitised proof, its type and its date.
View moduleSales Packs
Commercial packs that combine several catalogue products and sell as a single item, with their own price.
Sales Units
Sales units built from catalogue products: boxes, pallets, kits or whatever grouping you actually sell in.