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Procurement is how your dry fruit business sources raw materials and finished products from suppliers. The system takes you from an internal need (a Material Request) all the way through to a paid supplier invoice, with every step documented and traceable.
Procurement flow diagram showing Material Request to Purchase Order to Purchase Receipt to Invoice to Payment

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Who Uses This Feature

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Before You Start

Before you can process purchases, make sure:
  • Suppliers are set up in the system with their GST details and payment terms
  • Items exist in the catalogue with the correct UOM and HSN code
  • At least one warehouse is configured for receiving goods
  • Purchase tax templates are configured for the applicable GST rates

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Step 1: Raise a Material Request

A Material Request is an internal document that signals to the procurement team that stock is needed.
  1. Go to Buying workspace and click Material Request
  2. Click New
  3. Set Purpose to “Purchase” (for buying from a supplier)
  4. Enter the Required By date
  5. In the Items table, add each item needed with the required quantity and target warehouse
  6. Save and Submit
Material Request form showing purpose set to Purchase with items table listing almonds and cashews needed
The system can also create Material Requests automatically when an item’s stock falls below its configured reorder level. To enable this, go to Stock Settings and turn on auto Material Request creation.

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Step 2: Request Quotations from Suppliers (Optional)

For large or seasonal purchases, sending an RFQ to multiple suppliers helps you get the best price.
  1. Open the Material Request and click Request for Quotation
  2. Add the suppliers you want to approach
  3. Submit the RFQ - the system can email each supplier their copy automatically
  4. When suppliers respond with their prices, open each Supplier Quotation and enter their quoted price, quantity, and delivery date
To compare all quotes side by side, run the Supplier Quotation Comparison report from Buying workspace → Other Reports.
Supplier Quotation Comparison report showing three suppliers quoted for cashews with price and delivery date comparison

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Step 3: Create the Purchase Order

Once you know which supplier to use, create the Purchase Order. From a Material Request: Go to the submitted Material Request and click Purchase Order. The system pre-fills the items and quantities. From a Supplier Quotation: Open the chosen Supplier Quotation and click Purchase Order. The system copies all details from the quote. Directly: Go to Buying workspace → Purchase Order → New.

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Key fields to complete

Purchase Order form showing supplier, items, rate, and GST tax template filled in
After reviewing, click Submit. The Purchase Order is now confirmed and the supplier can deliver against it.

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Step 4: Receive the Goods

When the supplier delivers, the Warehouse Manager creates a Purchase Receipt.
  1. Open the relevant Purchase Order and click Purchase Receipt
  2. The system pre-fills the items and quantities from the order
  3. Edit the quantity in Accepted Qty to match what actually arrived (it may be less than ordered)
  4. For each item with batch tracking enabled, enter the Batch Number from the supplier’s delivery documents, the Manufacturing Date, and the Expiry Date
  5. Confirm the Target Warehouse where goods are being stored
  6. Click Submit
Purchase Receipt form showing accepted quantity, batch number, and expiry date fields for incoming almonds
If quality inspection is required for the item, submitting the Purchase Receipt automatically creates a Quality Inspection record. The stock is not fully committed until the inspection is marked as Accepted.

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Step 5: Quality Inspection

See the Quality Inspection guide for a complete walkthrough of the inspection process. In brief: the Quality Inspector opens the inspection record, enters the results for each parameter, and marks the batch as Accepted or Rejected. Only accepted batches become available for sale and use.

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Step 6: Record the Supplier Invoice

When the supplier sends their invoice (by post or email), the Accounts Payable team records it in the system.
  1. Open the Purchase Receipt and click Purchase Invoice
  2. The system pre-fills all details from the receipt
  3. Enter the Bill No (the supplier’s invoice number) and Bill Date
  4. Verify the amounts and GST details match the supplier’s document
  5. Submit
The Purchase Invoice creates a payable in your accounts. The Accounts Payable dashboard now shows this as an amount owed to the supplier.

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Step 7: Pay the Supplier

On or before the payment due date, the Accounts Payable team creates a Payment Entry.
  1. Go to Payables workspace → Payment Entry → New
  2. Set Payment Type to “Pay”
  3. Select the supplier
  4. Enter the amount and the bank account from which payment is made
  5. Under References, link the Payment Entry to the outstanding Purchase Invoice
  6. Submit
The Purchase Invoice is now marked as Paid and the supplier’s ledger is cleared.

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Field Guide: Purchase Order

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Field Guide: Purchase Receipt

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Notifications and Alerts

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Supplier Scorecard

The Supplier Scorecard is an optional feature that scores each supplier’s performance over time based on criteria you define, such as:
  • On-time delivery percentage
  • Quality rejection rate
  • Pricing competitiveness
To set it up, go to Buying workspace → Supplier Scorecard and define the criteria and scoring formula. Over time, this helps you make objective decisions about which suppliers to favour.

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Landed Cost Voucher

When you import goods and incur additional costs like customs duty, freight, insurance, and port charges, these costs should be added to the landed cost of the goods rather than expensed separately. This gives you an accurate cost per unit for pricing decisions.
  1. Go to Stock workspace → Landed Cost Voucher
  2. Link the relevant Purchase Receipt(s)
  3. Enter each additional cost (freight, duty, etc.) and the account it goes to
  4. The system distributes the additional cost across the items proportionally by value or quantity
  5. Submit

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Best Practices

  • Always create a Purchase Order before receiving goods. This gives you a formal record of what was agreed with the supplier and makes it easy to check for short deliveries
  • For seasonal dry fruit buying, send RFQs to at least three suppliers to ensure competitive pricing
  • Record batch numbers and expiry dates accurately at the time of receipt. Correcting these later is difficult and can cause stock discrepancies
  • Do not pay a supplier invoice until you have confirmed that the Purchase Receipt (and quality inspection, where applicable) is complete
  • Review the Procurement Tracker report weekly to ensure nothing is stuck in the pipeline without a corresponding Purchase Order or Receipt

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Troubleshooting

The Purchase Order is not showing up when creating a Purchase Receipt. The Purchase Order must be in Submitted status. If it is still in Draft, submit it first. The batch number field is not appearing on the Purchase Receipt. The item does not have “Has Batch No” enabled. Edit the item record and turn on batch tracking. The quality inspection was not created automatically after submitting the Purchase Receipt. The item’s “Inspection Required before Purchase” setting is not enabled, or there is no Quality Inspection Template linked to the item. Check both settings on the item record.