Purchasing that bills what you received
Raise the order, get it approved, receive the goods, bill what arrived at the price you agreed, and pay the vendor. Stock, the vendor’s balance and the ledger follow each step.
How a purchase runs
Set up the vendor
Each vendor carries its currency, payment terms, tax group and purchase price list. Bring many in at once from a CSV file.
Control over what you buy
No over-receiving or over-billing
A receipt can’t go past what was ordered, and a bill can’t go past what was received.
Foreign-currency orders
Order in the vendor’s currency at the rate on file for the order date, or type the rate yourself.
One bill per vendor invoice
A second bill with the same vendor invoice number is refused, so one invoice isn’t entered twice.
Returns through debit notes
A debit note against a bill credits its lines at the bill’s prices and sends the stocked goods back out of the warehouse.
Orders that close themselves
An order closes once its goods are received in full and every line is billed. It can be cancelled until goods arrive.
Prints and reports
Print the purchase order, bill and debit note in English or Arabic, and run purchases by vendor for any date range.
Features in this module
- Approved before the goods arriveA purchase order is submitted, then approved by someone with approval rights.
- Receive against the order, never over itReceive an approved order into the warehouse’s bins, with lots or serials, part now and the rest later.
- Bill what arrived, at the agreed priceDraw the vendor’s bill from the goods receipt at the order’s agreed price.
- Debit notes for goods sent backRaise a debit note against a bill and Axon Suite credits each line at the bill’s own price, sends the stocked goods out of the warehouse and lowers what you owe.
Questions buyers ask about purchasing
Can we keep a price list per vendor?
Yes. A purchase price list holds a price per item and unit, with quantity breaks, and each vendor can be given one. A line left unpriced takes it; a price you type stands.
Can one order arrive in several deliveries?
Yes. Each receipt takes what arrived, and the order shows as partly received until the rest comes in.
Can we bill services and expenses that never go into stock?
Yes. A bill line can charge a ledger account directly, with or without a purchase order behind it.
How do we send goods back to a vendor?
Raise a debit note against the bill. Posting it takes the stocked lines out of the warehouse and lowers what you owe the vendor.
Can we see what we owe each vendor?
Yes. Each vendor shows its balance, with a vendor aging as of any date and a running statement for any period.
Not in Axon Suite yet
Said here so neither side spends a demo on it.
- Purchase requisitions
- Requests for quotation and comparing vendor quotes
- Approval limits by amount, or several approval levels
- Emailing the purchase order to the vendor
- Reorder suggestions that raise purchase orders