Procurement

Procurement is how toys get into your store. It starts when someone notices that a popular item is running low and ends when the supplier’s invoice is paid and the goods are on the shelf. Every step in between - requesting stock, comparing supplier quotes, placing the order, receiving the delivery, and processing the bill - is tracked in Bizaxl so nothing falls through the cracks.

Procurement flow showing material request, purchase order, goods receipt, and invoice processing

Who Uses This Feature

Role	What They Do
Store Assistant / Stock Team	Raises Material Requests when stock is low
Procurement Officer	Converts requests into Purchase Orders, manages supplier communication, tracks deliveries
Store Manager	Reviews and approves purchase decisions, monitors pending orders
Accounts Team	Processes Purchase Invoices, records supplier payments

Before You Start

Supplier records must be created before you can raise a Purchase Order.
Items must exist in the catalogue with correct HSN codes for GST to calculate correctly.
The Inward Store - M warehouse must be set as the receiving location.

Step 1: Raise a Material Request

A Material Request is the starting point for any purchase. It is an internal document that says “we need these items.”

Go to Inventory Workspace or Purchase Workspace and click Material Request.
Click New.
Set Material Request Type to Purchase.
Add the items you need with the required quantity.
Set the required delivery date.
Click Submit.

A notification is sent automatically when this Material Request is fulfilled, keeping the raising team informed.

Material Request form showing item list, quantities, and required date

Field Guide: Material Request

Field	Description
Material Request Type	Select “Purchase” when ordering from a supplier
Required Date	When you need the goods by
Item Code	The toy that needs to be restocked
Quantity	How many units you need
Warehouse	Where the stock should go - set to Inward Store - M
Purpose	Free text to explain why this is needed

Step 2: Request for Quotation (Optional)

If you are sourcing from a new supplier or want to compare prices, you can request quotes before committing to a Purchase Order.

From the Material Request, click Create and select Request for Quotation.
Add the supplier(s) you want to invite quotes from.
Submit the Request for Quotation - the system can email it directly to suppliers using the RFQ print format.
When suppliers respond, record their quotes as Supplier Quotations.
Use the Supplier Quotation Comparison report to compare prices side-by-side before deciding.

Request for Quotation form showing supplier list and item details

Step 3: Create a Purchase Order

Once you know which supplier to buy from, create a Purchase Order.

Go to Purchase Workspace and click Purchase Order.
Click New (or convert directly from a Material Request by clicking Create on the Material Request).
Select the Supplier.
Enter the items, quantities, and agreed rates.
Set the Expected Delivery Date.
The system auto-calculates GST based on each item’s HSN code and tax template.
Click Submit.

The Purchase Order is now active. The Purchase Orders to Receive number card on the Purchase Workspace increases by one.

Purchase Order form showing supplier, items, rates, and GST calculation

Field Guide: Purchase Order

Field	Description
Supplier	The company you are buying from
Purchase Order Date	Today’s date (auto-filled)
Expected Delivery Date	The date you expect the goods to arrive
Item Code	The toy being ordered
Quantity	Number of units ordered
Rate	Agreed price per unit from the supplier
GST	Automatically computed from the item’s HSN code and tax template
Grand Total	Total order value including GST
Payment Terms	When and how you will pay the supplier
Supplier’s Invoice Number	Leave blank until the supplier sends their bill

Step 4: Receive Goods (Purchase Receipt)

When the delivery arrives, record it as a Purchase Receipt.

Go to Purchase Order and click Create, then select Purchase Receipt. (Or create a new Purchase Receipt directly from the Inventory Workspace.)
Verify the items and quantities against the supplier’s delivery note.
Set Accepted Quantity for items in good condition.
Set Rejected Quantity for damaged or incorrect items.
Set Accepted Warehouse to Inward Store - M.
Set Rejected Warehouse to Rejected Warehouse - M.
Fill in the GST transport details (transporter, vehicle number, distance) for e-Waybill compliance.
Click Submit.

Stock increases in the Inward Store. The Purchase Order status updates to reflect what has been received.

Purchase Receipt showing accepted quantities, rejected quantities, and warehouse selection

Field Guide: Purchase Receipt

Field	Description
Supplier	Auto-filled from the Purchase Order
Purchase Order	The order this receipt is against
Accepted Quantity	Units that passed inspection and are accepted into stock
Rejected Quantity	Units that are damaged, wrong, or otherwise unacceptable
Accepted Warehouse	Inward Store - M (where accepted stock goes)
Rejected Warehouse	Rejected Warehouse - M (where rejected items go)
Transporter	The transport company that delivered the goods
Vehicle No	Truck or vehicle registration number
Mode of Transport	Road, rail, air, or ship
Distance (km)	Distance in kilometres (required for e-Waybill)

Step 5: Move Stock to the Shelf

After receiving goods into the Inward Store, transfer accepted items to the Main Store so they are available for sale. See Inventory Management for the Stock Entry transfer process.

Step 6: Process the Supplier Invoice (Purchase Invoice)

When the supplier sends their invoice, match it against the Purchase Order and Receipt.

Open the Purchase Order and click Create, then Purchase Invoice.
The system fills in items, quantities, and amounts from the receipt.
Verify that the supplier’s invoice number, amount, and tax details match.
Enter the Supplier Invoice Number and Supplier Invoice Date.
Click Submit.

The Purchase Invoice creates a payable entry in the accounting system. The Purchase Orders to Bill number card decreases.

Purchase Invoice form showing supplier details, items, GST, and payable amount

Workflow Journey

Stock low → Material Request → (Optional: RFQ → Supplier Quotation → Compare)
    → Purchase Order → Goods Arrive → Purchase Receipt (Inward Store)
    → Stock Entry: Transfer (Inward Store → Main Store)
    → Supplier Invoice → Purchase Invoice → Payment Entry → Settled

Reports and Monitoring

Report / Card	What It Shows	Where to Find It
Purchase Orders to Receive	How many orders are awaiting delivery	Purchase Workspace (number card)
Purchase Orders to Bill	How many deliveries are not yet invoiced	Purchase Workspace (number card)
Annual Purchase	Total order value placed this year	Purchase Workspace (number card)
Purchase Analytics	Purchase breakdown by item, supplier, and period	Purchase Workspace
Purchase Order Analysis	Status of all open orders	Purchase Workspace
Procurement Tracker	Full pipeline from material request to invoice	Purchase Workspace
Purchase Order Trends	How purchasing volume is trending over time	Purchase Workspace
Supplier Quotation Comparison	Side-by-side supplier price comparison	Purchase Workspace
Items to Order and Receive	All pending material needs from open orders	Purchase Workspace
Item-wise Purchase History	How much of each toy you have bought over time, and from whom	Purchase Workspace
Low Stock Report	Items below reorder level that need ordering	Inventory Workspace

Notifications and Alerts

Alert	Trigger	Who Is Notified	What to Do
Purchase Receipt Submitted	A Purchase Receipt is submitted	Store Manager	Confirm the received items and initiate the transfer to the shelf
Material Request Receipt Notification	A Material Request is fulfilled	Store Manager, Procurement Officer	Close the request and verify goods are on their way
Purchase Invoice Overdue	A Purchase Invoice passes its payment due date	Accounts Team	Process the payment immediately to avoid late fees or supplier relationship damage

Automatic Actions

When a Purchase Order is submitted:

The status updates to “To Receive and Bill”
The Purchase Orders to Receive number card increments

When a Purchase Receipt is submitted:

Stock enters the Inward Store
The Purchase Order status updates to “To Bill”
The Purchase Orders to Bill number card is updated

When a Purchase Invoice is submitted:

A payable entry is created in the General Ledger
GST input tax credit entries are made
The supplier’s balance is updated

Best Practices

Always create a Purchase Order before goods arrive. Receiving goods without a Purchase Order means you cannot verify quantities and amounts, and you cannot track whether your full order was fulfilled.
Record rejected items on the Purchase Receipt, not on a separate document. The Rejected Quantity field on the Purchase Receipt is the correct place to note damaged or wrong goods. This creates an automatic trace and supports your supplier claim.
Match the supplier invoice before paying. Never pay a supplier invoice that does not match the Purchase Order and Receipt. Discrepancies in quantity or rate should be resolved with the supplier first.
Do not leave Purchase Orders to Bill for more than 7 days. Unprocessed invoices inflate your pending payables and distort your cost of goods view.
Use Supplier Quotation Comparison before major orders. For seasonal buying - such as pre-Diwali or pre-Christmas toy stocking - compare at least two or three suppliers before committing to a large order.
Keep supplier GSTIN records up to date. Incorrect GSTINs on purchase invoices can cause issues during GST reconciliation. Verify GSTIN when adding a new supplier and whenever a supplier changes their registration.

Troubleshooting

The Purchase Order total does not match what the supplier is charging. Open the Purchase Order and compare line-by-line. Either the rate agreed was different from what the supplier billed, or the quantity varies. Resolve the discrepancy with the supplier before submitting the Purchase Invoice. The Purchase Receipt is showing items I did not receive. The receipt is auto-filled from the Purchase Order. Change the quantities to reflect what actually arrived. Do not submit with the original quantities if the delivery was short. GST is not calculating on the Purchase Order. Check that the item has an HSN code and an Item Tax Template assigned. Also verify that the supplier’s GSTIN is entered and their GST category is correct. I cannot create a Purchase Invoice - the option is greyed out. Check that a Purchase Receipt has been submitted for this order. You cannot invoice without a receipt. Also check your user permissions.

Point of Sale

Footwear Retail POS

Dry Fruit Retail

Medical Retail

Toy Store

Who Uses This Feature

Before You Start