Reorders run on a hunch
Stock is bought from a memory of what has been selling, because nobody trusts the stock figure enough to buy against it.
Purchase
Buy against real demand. Receive against the order.
Purchase runs on the same item, supplier and stock records as sales and inventory. A request raised from a shortfall becomes the order, the receipt and the supplier’s invoice, and each of them can say which of the others it came from.
The problem
Where buying leaks margin.
Most of it is not the price you negotiated. It is what happens between the order going out and the invoice being paid.
Supplier prices sit in email
The rate agreed last quarter is in a thread somewhere. The order goes out at whatever the supplier quotes next.
Short deliveries go unrecorded
A short shipment or a substitution is noticed at the shelf, not at the dock, and nothing on the order says it happened.
Invoices are paid on trust
The supplier’s invoice is paid without anyone comparing it to what was ordered and what actually arrived.
Capabilities
What the Purchase app covers.
Five groups, all reading the suppliers, items and warehouses already held in the Core OS.
Requests
Demand raised where it starts — a shortfall, a sales order or a person.
- Material requests
- Reorder triggers
- From sales orders
- Approval
- Consolidation
Supplier quotations
Compare before you commit.
- Requests for quotation
- Supplier quotes
- Comparison
- Validity dates
- Convert to order
Purchase orders
The commitment that receiving and finance check against.
- Confirmation
- Partial receipt
- Amendments
- Multi-currency
- Cancellation
Goods receipt
What actually arrived, recorded at the door.
- Receipt against order
- Short and over receipt
- Batches and serials
- Rejected quantity
- Returns to supplier
Suppliers and visibility
Who you buy from, on what terms, and what is still open.
- Supplier price lists
- Payment terms
- Lead times
- Open orders
- Spend reports
Workflow
One order, six stages.
The same reference runs through all six. Nothing is re-entered on the way.
A purchase moves through six stages: request, supplier quotation, approval, confirmed purchase order, goods receipt and supplier invoice.
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01 Request
PO-2026-0092
Raised
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02 Quotation
PO-2026-0092
Compared
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03 Approval
PO-2026-0092
Approved
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04 Purchase order
PO-2026-0092
Confirmed
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05 Receipt
PO-2026-0092
Received
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06 Supplier invoice
PO-2026-0092
Booked
Use cases
Where it earns its place.
A distributor buying to reorder levels
Reorder levels per item and per warehouse raise requests on their own, so the buyer’s day starts from a list of shortfalls rather than a walk round the racks.
An importer buying in the supplier’s currency
A purchase order priced in dollars or euros, with freight and duty added through Trade, so the cost of what arrived is the landed cost and not the invoice price.
A customer order that stock cannot cover
The shortfall on a sales order becomes a request linked to that order, so the buyer knows who is waiting and sales knows when it is due in.
Works with
Purchase on its own is useful. Connected, it is the point.
These read and write the same Core OS records, so a handover between them passes a reference rather than a retyped copy.
Inventory
Real-time stock across warehouses, batches and serial numbers.
Sales
Quotations, sales orders, pricing and customer terms.
Trade
Import and export orders with their documentation and landed cost.
Finance
Payables, supplier payments and reporting off operational records.
FAQ
Questions about Purchase.
Can purchasing be triggered by stock levels?
If Inventory is active, yes. Reorder levels set per item and per warehouse raise a request when stock falls below them, and a buyer reviews and converts it rather than having to spot the gap.
Can we compare quotes from several suppliers?
Yes. One request for quotation goes to several suppliers, their replies sit side by side against the same items and quantities, and the one you choose converts to a purchase order without being retyped.
What happens when a delivery is short or wrong?
The receipt records what actually arrived, and the purchase order stays open for the balance. Rejected quantities and returns to the supplier are recorded against the same order, not in a note someone has to remember.
Is the supplier’s invoice checked against the order?
The invoice is raised from the purchase order and the receipt rather than typed from paper, so it starts with the quantities ordered and received and the rates agreed. Anything the supplier bills differently shows up on the line it belongs to, before it is booked for payment.
Have a different question? Talk to us.
See it buy against your own stock.
Bring a purchase order from last month. We will show what it looks like when the request, the receipt and the supplier’s invoice are all reading it.