Overview

Purchase module — suppliers, requisitions, orders, goods receipt, and returns.

Purchase#

The Purchase module covers procurement end-to-end: raising an internal request, converting it to a supplier order, receiving goods, and handling returns. It mirrors the Sales module — same workflow patterns, same status model — but from the buying side.

What's in this module#

Suppliers — supplier master records
Purchase Requisitions — internal requests for material (PR)
Purchase Orders — formal orders placed with suppliers (PO)
Goods Receipt — recording receipt of goods (GRN, PPR)
Purchase Returns — sending goods back to a supplier (PPT)
Purchase Dashboard — KPIs and detailed reports

Typical flow#

Supplier (master)
   │
   ▼
Purchase Requisition  →  Purchase Order  →  Goods Receipt(s)  →  Purchase Return(s)
       (optional)          (approval)          (receive goods)       (if needed)

Create or pick the Supplier (once — reused across all POs)
(Optional) Raise a Purchase Requisition internally — request for material
Approve the PR; convert one or more PR lines into a Purchase Order to a supplier
Approve the PO; mark it as sent to the supplier
As material arrives, create Goods Receipt documents that reference the PO
If you need to return anything defective, create a Purchase Return against the GRN

You can skip the PR and go straight from PO to GRN for ad-hoc purchases. PRs are the right pattern when shops want cost control and approvals before any commitment to a supplier.

Who uses what#

Role	Typical actions
Shop floor / stores	Raise purchase requisitions
Purchase officer	Review PRs, create and submit POs
Purchase manager	Approve/reject PRs and POs, cancel or short-close
Stores / receiving	Create goods receipts (GRNs)
Accounts	Reconcile GRNs against PO commitments, handle returns

Permissions for each action live under the PURCHASE.* permission codes — see Approval workflow for the matrix.

Lifecycle vs fulfillment status — PRs have Order Status; POs have Receipt Status
Approval workflow — applies to suppliers, PRs, and POs
Document numbering — where PO/2026-27/00042 style codes come from
Tax determination — PO taxes are per-header (a single delivery location applies to the whole PO)
Stock ownership — relevant when receiving customer-supplied material for job work
Stock valuation — GRN receipts update your moving-average cost

Short close vs. cancel — quick reference#

On both PRs and POs, you have two ways to end the document early:

Cancel — voids the whole document. Use when the need has gone away entirely (PR) or the order is being scrapped (PO).
Short Close — keeps what has been fulfilled so far; voids only the remaining balance. Use when the supplier has delivered part of an order and you have agreed to waive the rest.

Short close applies to both an entire PO (Short Close All) and to individual lines (Short Close Line). See the Purchase Orders page for details.

Also see#

Sales module — the mirror flow for selling
Inventory — where all GRNs and returns end up in the stock ledger

Last updated 25 Apr 2026