> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Procurement
> How to manage supplier relationships, raise purchase orders, receive goods, and process supplier invoices at the Bizaxl Toy Store.
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.
***
## 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."
1. Go to **Inventory Workspace** or **Purchase Workspace** and click **Material Request**.
2. Click **New**.
3. Set **Material Request Type** to **Purchase**.
4. Add the items you need with the required quantity.
5. Set the required delivery date.
6. Click **Submit**.
A notification is sent automatically when this Material Request is fulfilled, keeping the raising team informed.
### 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.
1. From the Material Request, click **Create** and select **Request for Quotation**.
2. Add the supplier(s) you want to invite quotes from.
3. Submit the Request for Quotation - the system can email it directly to suppliers using the **RFQ** print format.
4. When suppliers respond, record their quotes as **Supplier Quotations**.
5. Use the **Supplier Quotation Comparison** report to compare prices side-by-side before deciding.
***
## Step 3: Create a Purchase Order
Once you know which supplier to buy from, create a Purchase Order.
1. Go to **Purchase Workspace** and click **Purchase Order**.
2. Click **New** (or convert directly from a Material Request by clicking **Create** on the Material Request).
3. Select the **Supplier**.
4. Enter the items, quantities, and agreed rates.
5. Set the **Expected Delivery Date**.
6. The system auto-calculates GST based on each item's HSN code and tax template.
7. Click **Submit**.
The Purchase Order is now active. The **Purchase Orders to Receive** number card on the Purchase Workspace increases by one.
### 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.
1. Go to **Purchase Order** and click **Create**, then select **Purchase Receipt**. (Or create a new Purchase Receipt directly from the Inventory Workspace.)
2. Verify the items and quantities against the supplier's delivery note.
3. Set **Accepted Quantity** for items in good condition.
4. Set **Rejected Quantity** for damaged or incorrect items.
5. Set **Accepted Warehouse** to **Inward Store - M**.
6. Set **Rejected Warehouse** to **Rejected Warehouse - M**.
7. Fill in the GST transport details (transporter, vehicle number, distance) for e-Waybill compliance.
8. Click **Submit**.
Stock increases in the Inward Store. The Purchase Order status updates to reflect what has been received.
### 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](/retail/toy-store/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.
1. Open the Purchase Order and click **Create**, then **Purchase Invoice**.
2. The system fills in items, quantities, and amounts from the receipt.
3. Verify that the supplier's invoice number, amount, and tax details match.
4. Enter the **Supplier Invoice Number** and **Supplier Invoice Date**.
5. Click **Submit**.
The Purchase Invoice creates a payable entry in the accounting system. The **Purchase Orders to Bill** number card decreases.
***
## 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.
***
## Related Features
* [Inventory Management](/retail/toy-store/inventory-management)
* [Accounting](/retail/toy-store/accounting)
* [GST Compliance](/retail/toy-store/gst-compliance)
* [Reports and Analytics Overview](/retail/toy-store/reports-overview)