Every procurement decision,
tracked from request to payment.
Requisition to receipt. Vendor bill to balance.
The Purchase module manages the complete procurement lifecycle — from the first internal request through vendor selection, goods receiving, and supplier payment — with every step connected to your inventory, finance and operations.
Built for businesses that need full control over what they buy and what they receive.
The Purchase module covers procurement from internal requisition through to vendor payment. Requisitions are raised by staff or triggered automatically from sales allocations and service job scopes. Purchase orders commit the business to a vendor. Goods receiving tracks every delivery through inspection and acceptance before stock enters the available pool. Vendor bills are matched against purchase orders and receipts before posting to finance.
Every procurement document is connected — purchase order quantities update as receipts are accepted, vendor balances reflect invoices and debit notes in real time, and stock levels update the moment goods are accepted into inventory.
Five functional areas covering the complete procurement operation.
Requisition and Approval
Purchase requisitions are the starting point for any planned procurement. A requisition can be raised manually by any staff member with appropriate access, or triggered automatically when a sales order allocation or service plan item requires stock that is not available from existing inventory.
Once raised, a requisition goes through a manager approval step. The approving manager opens the document and either approves with a green confirm action or rejects with a mandatory rejection reason. Rejection returns the document to draft for revision and resubmission.
Vendor Sourcing and Purchase Orders
After a requisition is approved, the purchasing team manages vendor selection and order placement. Requests for quotation can be sent to vendors as formal sourcing documents. Vendor responses are recorded as quotation received documents — capturing pricing, terms and lead times for reference. Vendor evaluation and selection happens based on the team’s assessment.
Purchase orders formalise the commitment to a vendor. The vendor catalogue pre-fills pricing and lead time estimates for recognised vendor-SKU combinations when no prior quotation exists. Once raised, the purchase order becomes the tracking record for the entire procurement cycle — accepted quantities from each delivery update against the order automatically.
Goods Receiving
The purchase receive document starts in draft, raised from the purchase order with expected quantities and arrival date. The document progresses through a series of statuses. The Inspecting stage is the critical one — goods have arrived and are being counted, quality checked and compliance verified. Quantities and stock attributes can be adjusted to reflect what was actually received. Serial numbers are entered at this stage. Where a delivery line contains items with different attributes, the row can be split and duplicated to capture each variation separately.
On completion, stock posts to the financial ledger, enters inventory in the designated available group, and is immediately accessible for sales, service and fulfilment. All fields lock on completion. Cancelled documents reverse every connected transaction but remain permanently in the system as an immutable record. Partial deliveries are fully supported.
Purchase Invoicing and Vendor Balance
Vendor bills are raised against accepted purchase receipts. The purchase order, goods receipt and vendor bill form a connected chain — every document references the others and outstanding quantities are always visible at the order level.
Purchase debit notes handle returns, price disputes and corrections. A debit note does not reverse the original invoice — the original invoice amount remains intact. The vendor’s net balance is calculated as the total of invoices minus debit notes. Settlement of vendor balances is handled through payment vouchers in the Finance module.
Vendor Management
Vendor records hold the complete operational and commercial profile for each supplier — contact details, payment terms, default currency, and credit and banking information. Each vendor can have a catalogue of specific items they supply, with vendor-specific SKU codes, pricing and lead times recorded per item.
The vendor catalogue pre-fills purchase order pricing for recognised items, provides lead time estimates for delivery date projection, and maps vendor SKU codes to internal inventory SKUs — reducing repetitive data entry on routine orders.
Your inventory, finance and operations. All connected.
Inventory
Stock enters the available pool only after goods are accepted at complete stage. Partial deliveries update SKU quantities independently as each receipt is completed.
Finance
Vendor bills post to accounts payable on confirmation. Payment vouchers in Finance clear outstanding balances through the universal knockoff engine. Vendor balance is always accurate.
Sales
Purchase requisitions triggered from sales order allocations link back to the originating order — the purchasing team always knows which customer order created the procurement need.
Service
Purchase requisitions triggered from service plan procurement items link back to the originating job — parts sourcing stays connected to the job it was raised for.
Built for every role in your procurement operation.
The Business Owner
Procurement is authorised, traceable and connected to your stock and finances. The requisition approval process ensures nothing is ordered without sign-off, and the three-document chain means vendor bills always reconcile to what was actually ordered and received.
The Purchasing Team
Manage vendor relationships, track outstanding orders and ensure every delivery is properly received before it enters your stock. The vendor catalogue reduces repetitive data entry on routine orders and keeps vendor-specific pricing accurate automatically.
The Warehouse and Receiving Team
A clear record of what is expected, a structured process for checking what arrives, and a simple way to record serial numbers and attributes for items that need full traceability. Nothing enters stock until it has been properly accepted.
See the Purchase module in action.
The Cloudby demo includes a pre-configured procurement environment with active purchase orders, a receiving workflow in progress and vendor records you can explore at your own pace.