Purchasing

Introduction to Purchasing Submodule

The Purchasing submodule provides tools for managing procurement activities within the inventory system. It supports the creation and management of purchase requests, supplier canvassing, purchase orders, and receiving receipts. These functions help maintain an organized purchasing workflow and accurate purchasing records.

Definition of Terms

• Purchase Request. Provides functions for creating and managing purchase requests, initiating canvassing, viewing request details, and closing requests.
• Canvassing. Provides functions for reviewing supplier quotations, managing canvass details, and approving canvasses.
• Purchase Orders. Provides functions for creating, receiving, viewing, editing, downloading, and cancelling purchase orders.
• Receiving Receipts. Provides functions for viewing and downloading receiving receipts for received goods or items.

Roles and Permissions

Purchase Requests

Introduction to Purchase Requests Page

The Purchase Requests page provides functions for creating and managing purchase requests throughout the purchasing process.

To access this page, navigate to the Inventory Module and click "Purchase Request" under the Purchasing Submodule, as shown in the image below:

Features in Purchase Requests Page

The image below is the high-level view of the Purchase Request page along with its built-in features.

Purchase Requests Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• plus Create Purchase Request
• Preview Purchase Requests

Purchase Requests Summary Table

The Purchase Request Summary Table displays the following columns:

• Purchase Request Number
• Canvassed Items
• Order Type
• Requested By
• Date Requested
• Date Closed
• Status
• Actions
  • eye View Purchase Request
  • ban Close Purchase Request
  • file-plus Create Canvass for Purchase Request

Search Purchase Request

Key in the PR number of the Purchase Request in the Search Bar to look for a particular Purchase Request.

Filter Purchase Request by Status

Click the filter by status drop-down to display and select the desired status.

There are several statuses as follows:

• Open. This status shows the open Purchase Request. Click the filter by status drop-down and select "Open".
• For Approval. This status shows the for approval Purchase Request. Click the filter by status drop-down and select "For Approval".
• Closed. This status shows the closed Purchase Request. Click the filter by status drop-down and select "Closed".
• Cancelled. This status shows the cancelled Purchase Request. Click the filter by status drop-down and select "Cancelled".

Filter Purchase Request by Type

Click the filter by type dropdown to display and select the desired type.

There are several type, as follows:

• Indent. This status shows the indent Purchase Request. Click the filter by status drop-down and select "Indent".
• Regular. This status shows the regular Purchase Request. Click the filter by status drop-down and select "Regular".

Create Purchase Request

A new purchase request can be created as follows:

1. Click plus button.
2. The Create Purchase Request modal appears.
3. Enter the required information:
   • Order Type
     • Indent
     • Regular
   • Location
   • Phone Number
   • Expected Delivery Date
   • Address
   • Remarks

   exclamation-circle Note

   Fields with (*) are required.

4. Select check beside the Product to include in the Purchase Request Items table.
5. Click Create button to create the Purchase Request successfully.
6. A successful notification message will show:
   Purchase Request # successfully saved
7. The newly created purchase request is added to the Purchase Requests Summary Table.
8. To proceed without creating and saving a Purchase Request, click Cancel.

Create Canvass for Purchase Request

A canvass can be created for an existing purchase request.

1. Click file-plus Create Canvass button to create a canvass for Purchase Request.
2. Review the Request Information section and verify the purchase request details, including:
   • Requested By
   • Order Type
   • Requested Date
   • Expected Delivery Date
   • Location
   • Phone Number
   • Address
   • Remarks
3. On the Purchase Request Items section, review the details of each item:
   • Product
   • SKU
   • Quantity
4. To create a canvass item, refer to the Create Canvass Item section of this guide.
5. Confirm the accuracy of the canvass item details, including:
   • Product
   • SKU
   • Vendor
   • Quantity
   • Canvass Price
   • Subtotal
6. Click the Submit button to submit the Canvass for Purchase Request successfully.
7. To proceed without saving any changes, click Cancel.

Create Canvass Item

1. In the Purchase Request Items section of the Create Canvass for Purchase Request modal, click the file-plus beside the required product. The Create a Canvass Item modal is displayed.
2. Review the available fields and enter the required information:
   • Vendor
   • New Unit Cost

   exclamation-circle Note

   Fields with (*) are required.

3. Repeat the process for all products and vendors that require quotations.
4. Click the Create to save the Canvass Item and keep the modal open, allowing additional items to be created without leaving the screen.
5. Click the Create and Close to save the Canvass Item and close the modal.
6. To proceed without creating and saving a Canvass Item, click Close.
7. The created canvass items appear in the Canvass Summary Table.

View Purchase Request

The Preview Purchase Requests feature allows users to preview the list of purchase requests before downloading, printing, or sharing the file.

To preview the purchase requests:

1. Select a purchase request record from the list and click the eye button.
2. Request information section
   • Purchase Request Number
   • Requested By
   • Order Type
   • Requested Date
   • Expected Delivery Date
   • Location
   • Phone Number
   • Closed Reason
   • Closed Date
   • Address
   • Remarks
3. Purchase Request Items section
   • Product
   • SKU
   • Quantity
   • Status
4. Canvass Information section
   • Canvass Number
   • Product
   • SKU
   • Vendor
   • Quantity
   • Canvass Price
   • Subtotal
5. To exit the modal, click Close.

Close Purchase Request

1. Locate the purchase request to be closed, then click the ban to open the Close Purchase Request modal.
2. In the Reason for closing field, enter the reason for closing the purchase request.
3. Verify that the reason entered is complete and accurate. A maximum of 500 characters is allowed.
4. Click Close Purchase Request to proceed or click Cancel to close the dialog without making any changes.
5. Wait for the system to process the request and display the confirmation message or updated status.

Canvassing

Introduction to Canvassing

The Canvassing page provides functions for reviewing supplier canvasses, managing vendor quotations, and approving canvass details. The ordered quantity can also be adjusted before approval.

To access the page, navigate to the Inventory module and select Canvassing under the Purchasing submodule.

Features in Canvassing Page

The image below is the high-level view of Canvassing page along with its built-in features.

Canvassing Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• Preview Canvasses

Canvassing Summary Table

The Canvassing Summary Table displays the following columns:

• Canvass Number
• Purchase Request Number
• Purchase Order Number
• Approved Items
• Date
• Status
• Actions
  • eye View Canvass
  • ban Cancel Canvass
  • like Approve Canvass

Search Canvass

Key in the Canvass number in the Search Bar to look for a particular Canvass.

Filter Canvassing by Status

Key in the Canvass number in the Search Bar to look for a particular Canvass.

There are several statuses as follows:

• Pending. This status shows the pending canvass. Click the filter by status drop-down and select "Pending".
• Approved. This status shows the approved canvass. Click the filter by status drop-down and select "Approved".
• Closed. This status shows the closed canvass. Click the filter by status drop-down and select "Closed".
• Cancelled. This status shows the cancelled canvass. Click the filter by status drop-down and select "Cancelled".

Filter Canvassing by Date Range

Users can also filter searches by specifying a start date and end date.

Preview Canvassing File

To download, print, or share the list of canvassing file, simply click

Approve Canvass

1. Open the Approve Canvass modal for the selected canvass record by clicking like.
2. In the product section, review the listed item(s), including:
   • Vendor
   • SKU
   • Requested Quantity
   • Ordered Quantity
   • Last Purchased Price
   • Last Purchased Date
   • Unit Cost
   • Subtotal
3. Select the vendor item/s to be approved by ticking the check beside each applicable item.
4. To select all vendor items for a product, tick the check located in the table header.
5. Review the Ordered Qty. field and modify the quantity if necessary. The value must be greater than zero.
6. Scroll to the Purchase Order Total section and review the total purchase order amount for each vendor.
7. Confirm that the vendor selections, quantities, and purchase order totals are accurate.
8. Select Approve to proceed. A confirmation modal appears, allowing final validation before the approval is submitted.
9. Click Approve to approve the confirmation.
10. Click Cancel button to close the modal without saving changes.

    exclamation-circle Note

    A canvass can be partially approved when it requires two or more approvers. Once one approver approves the canvass, it will remain partially approved until the remaining required approver/s complete their approval.

Cancel Canvass

1. Open the Cancel Canvass modal for the selected canvass record by clicking ban.
2. In the product section, review the listed item(s), including:
   • Vendor
   • SKU
   • Requested Quantity
   • Ordered Quantity
   • Last Purchased Price
   • Last Purchased Date
   • Unit Cost
   • Subtotal
3. Select the vendor item/s to be cancelled by ticking the check beside each applicable item.
4. To select all vendor items for a product, tick the check located in the table header.
5. Review the Ordered Qty. field and modify the quantity if necessary. The value must be greater than zero.
6. Scroll to the Purchase Order Total section and review the total purchase order amount for each vendor.
7. Confirm that the vendor selections, quantities, and purchase order totals are accurate.
8. Select Cancel Canvass to proceed. A confirmation modal appears, allowing final validation before the cancellation is submitted.
9. Click Cancel Canvass to confirm cancellation.
10. Click Cancel button to close the modal without saving changes.

View Canvass

Open the View Canvass modal for the selected canvass record by clicking eye.

This modal is for viewing purposes only. Canvass details cannot be edited from this screen.

Purchase Orders

Introduction to Purchase Orders

The Purchase Orders page provides functions for creating and managing purchase orders, monitoring their status, receiving ordered items, and updating order details.

To access the page, navigate to the Inventory module and select Purchase Orders under the Purchasing submodule.

Features in Purchase Orders Page

The image below is the high-level view of the Purchase Orders page along with its built-in features.

Purchase Orders Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• plus Create Purchase Order
• Preview Purchase Orders

Purchase Orders Summary Table

The Purchase Orders Summary Table displays the following columns:

• Purchase Order Number
• Vendor
• Total Amount
• Order Date
• Delivery Date
• Date Cancelled
• Actions
  • delivery-cart-arrow-down Receive Purchase Order
  • eye View Purchase Order
  • ban Cancel Purchase Order
  • file-text Preview Purchase Order PDF
  • pen Edit Purchase Order
  • copy-plus Duplicate Purchase Order
  • trash Delete Purchase Order

Search Purchase Orders

Key in the purchase order number in the Search Bar to look for a particular PO.

Filter Purchase Orders by Vendor

Click the filter by vendor dropdown to display and select the desired vendor.

Filter Purchase Orders by Date Range

Users can also filter searches by specifying a start date and end date.

Filter Purchase Orders by Status

There are several statuses as follows:

• Open. This status shows the open Purchase Orders. Click the filter by status drop-down and select "Open".
• Partially Completed. This status shows the open Purchase Orders. Click the filter by status drop-down and select "Partially Completed".
• Completed. This status shows the open Purchase Orders. Click the filter by status drop-down and select "Completed".
• Cancelled. This status shows the open Purchase Orders. Click the filter by status drop-down and select "Cancelled".
• Declined. This status shows the open Purchase Orders. Click the filter by status drop-down and select "Declined".

Create Purchase Orders

To begin creating Purchase Orders, follow the procedure below:

1. Click plus button to create Purchase Orders.
2. The screen displays a modal below to key in the required details in the following fields:
   • Vendor
   • Purchase Order Date
   • Total Amount
   • Terms
   • Product
   • Quantity
   • Unit Cost
   • SKU

   exclamation-circle Note

   Fields with (*) are required.

3. To add a product item, click the plus button.
4. The product appears in the Purchase Order table.
5. Click Create to save the purchase order.
6. A successful notification message will show:
   Purchase Order successfully created
7. The purchase order is added to the Purchase Orders Summary Table.

Preview Purchase Orders File

To download, print, or share the list of purchase orders file, simply click

Receive Purchase Orders

A purchase order can be received once the ordered items are delivered.

1. Click delivery-cart-arrow-down for the applicable purchase order.
2. Enter the required receiving details:
   • Location
   • Receive Date
   • Vendor Invoice
   • Remarks

   exclamation-circle Note

   Fields with (*) are required.

3. Review the Purchase Order Items section, which displays:
   • Product. Displays the product included in the purchase order.
   • SKU. Displays or allows selection of the applicable SKU.
   • Batch. Displays the batch information associated with the item.
   • Resource. Displays the applicable resource information.
   • Purchased Quantity. Displays the quantity originally ordered.
   • Delivered Quantity. Allows the delivered quantity to be entered.
   • Unit Cost. Displays the item's unit cost.
   • Received Quantity. Displays the quantity already received.
   • Remaining Quantity. Displays the quantity pending receipt.
4. Enter the Delivered Qty. based on the quantity physically received.
5. If necessary, click the pen icon to update the item's receiving details. Simply edit all applicable fields, then click Update to save changes and Cancel to close modal without changing anything.
6. Click Receive to complete the receiving process.
7. Click Cancel button to cancel the Receive Purchase Order.
8. Click Decline to decline the receiving transaction, if applicable.
9. The received purchase order is updated in the Purchase Orders Summary Table.

View Purchase Order

Open the View Purchase Order modal for the selected purchase order record by clicking eye.

This modal is for viewing purposes only. Purchase Order details cannot be edited from this screen.

Cancel Purchase Orders

An existing purchase order can be cancelled by providing a cancellation reason.

1. Click the ban action.
2. Enter the reason for cancellation.
3. Click Cancel Purchase Order to confirm.
4. Click Cancel button to discard the changes and exit.

Preview Purchase Orders PDF

The Preview Purchase Orders PDF feature allows users to preview a PDF file of the selected purchase order record.

1. To preview the purchase orders click the file-text button.
2. The system will generate and display the Preview PDF.
3. Use the available options to download, print, or share the file.
4. Click the times button to exit the preview.

Edit Purchase Orders

The details of an existing purchase order can be updated as follows:

1. Click the pen action. The Edit Purchase Order modal displays the purchase order information and existing items.
2. Under Purchase Order Items, enter or update the required information:
   • Product. Select the product to be added.
   • Quantity. Enter the quantity to be purchased.
   • Unit Cost. Enter the cost per unit.
   • Stock Keeping Unit (SKU). Select the applicable SKU.
3. Click plus to add the item.
4. The item appears in the Purchase Order Items table with its Product, Description, Purchase Qty., Unit Cost, and Received Qty.
5. Review the updated purchase order details.
6. Click Submit to save the changes.

Duplicate Purchase Order

1. Click copy-plus button to duplicate a purchase order record.
2. Confirm action by clicking Duplicate.
3. To proceed without saving any changes, click Cancel

Delete Purchase Orders

The Delete Purchase Order feature allows users to manually close an ongoing purchase order process.

1. Locate the purchase order you want to delete.
2. Select trash. A confirmation window will be displayed.
3. Click Delete to confirm.
4. The purchase order process will be stopped and the purchase order will be deleted.
5. To proceed without saving any changes, click Cancel

Receiving Receipts

Introduction to Receiving Receipts Page

The Receiving Receipts page provides functions for viewing and managing records of received goods. It allows users to review receipt details and access PDF copies of receiving receipts.

To access the page, navigate to the Inventory module and select Receiving Receipts under the Purchasing submodule.

Features in Receiving Receipts Page

The image below is the high-level view of the Receiving Receipts page along with its built-in features.

Receiving Receipts Page Header Actions

• home-dash Set as Default Page
• star Add to Quick Links
• Preview Receiving Receipts

Receiving Receipts Summary Table

The Receiving Receipts Summary Table displays the following columns:

• RR Number
• PO Number
• Invoice No.
• Vendor
• Location
• Date Received
• Received By
• Total Amount
• Actions
  • eye View Receiving Receipt
  • file-text Preview Receiving Receipt PDF

Search Receiving Receipts

Key in the receiving receipts number in the Search Bar to look for a particular RR.

Filter Receiving Receipts by Vendor

Click the filter by vendor dropdown to display and select the desired vendor.

Filter Receiving Receipts by Location

Click the filter by location dropdown to display and select the desired location type.

Preview Receiving Receipts File

To download, print, or share the list of receiving receipts file, simply click

View Receiving Receipts

Open the View Receiving Receipts modal for the selected record by clicking eye.

This modal is for viewing purposes only. Receiving Receipts details cannot be edited from this screen.

Preview Receiving Receipts PDF

A receiving receipt can be saved as a PDF through the following steps:

1. To preview the receiving receipts click the file-text button.
2. The system will generate and display the Preview PDF.
3. Use the available options to download, print, or share the file.
4. Click the times button to exit the preview.