Procurement & Supply Chain

Give each stock item a minimum level, reorder point and maximum level, and link it to its usual supplier. Capture the supplier's lead time in days on the supplier record.

Go to Finance → Purchasing (AP) and click Planning. Each recommendation looks at stock on hand, stock already on order, open demand from job cards, recent usage, the supplier's lead time and the item's stock levels. It shows a suggested quantity, an estimated cost and the reasons for the suggestion.

Click Create Draft PO on a recommendation to raise a draft purchase order for that item with its supplier.

On Finance → Purchasing (AP), click New PO, or open a supplier under Operations → Suppliers. Choose the supplier and warehouse, then add lines with quantity, unit price and VAT rate.

A user with approval rights approves the PO on its page. If an approval rule exists for purchase orders and the order total reaches the rule's amount threshold, an approval request is also raised automatically and shows under ERP → Approvals. Each rule has one amount threshold and one approver role per document type.

Download the PO as a PDF or email it from the PO page, then mark it as sent.

On an approved or sent PO, click Receive stock (GRN). Enter the quantity received per line, the warehouse, the supplier's delivery note number and who received it. Part deliveries are allowed; the PO shows as partially received until all lines are in.

Stock on hand increases and the item's weighted average cost is updated. The ledger entry is DR 1500 Inventory / CR 2150 Goods received not invoiced, at the order cost.

Create an inspection under Operations → Quality Control linked to the GRN, and record passed, failed and quarantined quantities.

Go to Finance → Landed Costs, link the voucher to a GRN and add cost lines of type freight, customs duty, insurance or other.

Spread the costs over the GRN lines by value or by quantity. Posting adds each line's share to the item's cost price and posts DR 1500 Inventory / CR 2100 Accounts payable.

On Finance → Purchasing (AP), open the Bills tab and add the bill. Each line has a GL account; control accounts cannot be used. Lines for goods received on a PO go to 2150, which clears the GRN accrual. Other lines default to 7000. Only change the VAT amount to match the VAT printed on the supplier's tax invoice.

Use Approve bill. A posted bill cannot be edited (only its notes and due date) or deleted. If it is wrong, Cancel it, which reverses its journal.

Under Finance → Supplier Notes, a supplier credit note reduces what you owe, is reported in VAT201 Field 12 and can be applied to a bill. A supplier debit note becomes a linked bill and is reported in VAT201 Field 18.

Go to Finance → Payment Runs and select approved bills with a balance. A second user must approve the run. Export the run as a CSV file for your bank, then mark it as paid to record and post the payments.