ERPNext Walkthroughs Buying

Buy from a supplier: purchase order to invoice

Order goods from a supplier, record their arrival in a store, and book the supplier's bill, with each document built from the one before.

The buying cycle, from a customer's order to payment

The buying cycle, from a customer's order to paymentSales Order, then Purchase Order; Purchase Order, then Purchase Receipt; Purchase Receipt, then Purchase Invoice; Purchase Invoice, then Pay the supplier; Purchase Receipt, then Sales Invoice; Sales Invoice, then Get paid.order it instock inSales OrderPurchase OrderPurchase ReceiptPurchase InvoicePay the supplierSales InvoiceGet paid
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Dashed boxes happen before or after this walkthrough.
Step 1: Start a purchase order

Step 1 of 13

Start a purchase order

Open a new Purchase Order. Pick the Supplier and, in Set Target Warehouse, the store the goods should arrive in.

Arrow keys or space also move through the steps.

Steps

  1. Open a new Purchase Order. Pick the Supplier and, in Set Target Warehouse, the store the goods should arrive in.

  2. Add the items and quantities in the Items table. The rate comes from the buying price list, and the row total follows from quantity and rate.

  3. Save with Ctrl+S. The order is still a Draft: nothing is promised to the supplier yet.

  4. Click Submit and confirm. The order is now binding and shows what is still waiting: To Receive and Bill.

  5. Goods have arrived. On the order, click Create then Purchase Receipt. It copies the supplier, items and quantities from the order, so you only record what actually arrived.

  6. The items, quantities and the store are already filled in from the order. Change a quantity here if the delivery was short.

  7. Click Submit and confirm. Submitting the receipt is what adds the goods to the stock of that store.

  8. Now the supplier's bill. Click Create to start the invoice from the receipt, so you bill for what you received.

  9. Copy the supplier's own Supplier Invoice No and Supplier Invoice Date from their paper invoice, so the bill can be matched to it later.

  10. Save, then click Submit. Submitting books the payable: the amount you now owe the supplier.

  11. On the Purchase Order's More Info tab, % Received and % Billed show how much of the order has arrived and been billed.

  12. Click the Connections tab to see the documents tied to this order.

  13. The receipt and the invoice you created from the order are listed here, so you can open either one from the order.