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Purchasing

From purchase request to approved purchase order, with price and lead time chased.

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Develop · Purchasing · Overview
Purchasing overview for the year: purchased, awaiting delivery, late and received, the month-by-month chart against the previous year, purchase order status, top suppliers and who on the team buys the most.
A real system screen, with sample data. The screens are in Portuguese today.Scroll sideways to see the whole screen.

The purchasing overview, the way it opens in the morning. A real system screen, with sample data. The screens are in Portuguese today. Scroll sideways to see the whole screen.

How it usually works

The same thing gets bought three times, and no one knows

The stockroom clerk texts “we’re out of material”; the buyer writes it down in a notebook.

A late purchase only shows up when production stops: there’s no place that says “this order is overdue”.

With the module

From internal request to delivery, with price and lead time held to account

  • Whoever needs it, requests it
  • The buyer sees the margin before closing
  • The order moves across the board
  • Whatever was missing goes back to the queue
What the buyer does here

Before buying

  • Internal request with items, quantity and destination
  • A queue of items to buy fed directly by the sales order
  • Suggestions of what to buy based on minimum stock and open orders
  • Supplier quotes, with the product’s price history

When closing the deal

  • Margin per line and for the whole order, before sending
  • Approval by the person in charge, with the order stamped once approved
  • Sent to the supplier by email or messaging app, with a copy on record
  • Payment terms, chart-of-accounts entry and delivery date on the order

After it’s sent

  • A board with your company’s real stages, including pickup release
  • Late orders highlighted, with how many days late
  • Purchase × sale: what was bought against the sale that triggered it
  • Savings per negotiated item and average payment term

Talks to Inventory, Finance, Sales, Projects, Quality, and Production.

How much of your purchasing is late right now?

See the system with my own data

A reply by email within one business day, from a person on our sales team — not a bot.

FAQ

Type your question and press Enter: the answer opens right below, in the list.

My workflow has stages no ERP has — supplier quotes, physical inspection, pickup release.

The board’s columns come from what your company uses. Some customers have pickup and physical inspection stages, and some go straight from “sent” to “received”.

Can a purchase go out without going through the approver?

Only if you want it to. Approval can sit on the request (before it becomes an order) or on the order itself — and the PDF comes out stamped as not authorized until someone approves it.

I bought half from one supplier and half from another.

The quantity can be edited at the time of purchase and the balance goes back to the queue on its own — even if the order is changed or deleted later.

How do I know whether I bought well?

From the margin right on the purchasing screen, and later from the savings report (what was requested versus what was negotiated) and the average payment term.

Will my board get slow with hundreds of orders?

No. With five hundred orders the board opens in about two seconds, and the same orders in list format respond in milliseconds.

Can I find an order by the end customer’s name?

Yes — the search finds it by the order, by a product inside it, by the request number and by the customer on the sales order that triggered the purchase.

See all questions