🛒 Purchase – Menu / Navigation
The Purchase module is used to record all data required for purchasing goods, materials, and services.
It covers work with received invoices, orders, inquiries, and offers, and supports warehouse integration, EAN barcodes, and multi-currency operations.
💡 This module is connected to other agendas (Goods, Business Partners, Money, Accounting) — it is therefore important to have the relevant code lists and document types configured.
🔑 Key Module Features
recording received invoices (including advances and advance tax documents),
creating issued purchase orders and issued inquiries,
processing received offers,
managing document line items (line item overviews),
automatic generation of goods receipts for stock line items,
support for EAN barcodes and import/export (XLS, XML),
working in foreign currencies and sending invoices by email,
creating payment orders and exporting to banking formats.
🧭 Side Navigation — Quick Actions
➕ Receive a New Invoice
Opens a blank received invoice card.
Required: fill in the Invoice Type (determines the internal number and posting template).
If the invoice contains stock line items → the system automatically creates goods receipts.
The Services function allows you to: deduct a paid advance, issue a cash expense document, or deduct an advance tax document.
Track document links (received invoice ↔ goods receipt ↔ purchase order) using the Links button.
➕ Issue a New Purchase Order
Opens a blank issued purchase order card.
Required: fill in the Document Type.
EAN support: create a purchase order using a barcode scanner.
Services: create a goods receipt, received invoice, or another order for a different supplier; track links between documents.
📂 Main Lists / Overviews
📄 Received Invoices
A list of all received invoices with options to: add, edit, cancel, print, and export/import (XLS / XML).
Invoice statuses change based on payments: PAID / PARTIALLY PAID / UNPAID.
If posting templates and cost centers are filled in, the invoice is posted automatically (the Posted field).
Note: accounting entries are firmly linked between related documents — any change to the supplier's account assignment will also be reflected in the corresponding payment document.
💳 Payment Orders
A list of created payment orders: create, edit, print, and export to your bank.
When creating a payment order, you select documents that do not yet have a payment status set. If invoice approval is required before payment, the invoice must be signed first.
🧾 Issued Purchase Orders
A list of all issued purchase orders: add, edit, cancel, print, send as PDF by email, and export/import.
Document links are tracked here: purchase order → goods receipt → invoice (monitored via Links).
📝 Issued Inquiries / Received Offers
Overviews of inquiries and received offers, with the ability to convert them into purchase orders or invoices and track mutual document links.
📦 Document Line Item Overviews
A consolidated list of all line items from purchase documents (received invoices, inquiries, offers, orders).
Used for analysis, price verification, and purchase management. Line items can be filtered, sorted, and exported.
🧾 Suppliers
Quick access to partners (filter: "Supplier" or "Customer/Supplier") for fast editing of contact details, bank information, and events.
⚙️ Dashboard – Main & Below the Line
The dashboard contains quick links to the overviews described above.
Below the line you will find auxiliary options for configuration:
Document Types (received invoices, issued inquiries, received offers, issued purchase orders) — define document behavior (number series, automatic goods receipt generation, accounting flags).
Posting Templates (received invoices) — configure debit/credit accounts, VAT, and fulfillment codes; also accessible when entering an invoice.
Document Series — configure numbering (prefix, numeric part, suffix, period).
🔄 Import / Export and Integration
Export / import: XLS and XML (received invoices, purchase orders, etc.).
Banking integration: export payment orders to most banking formats.
EAN barcodes: barcode scanner support for fast goods receiving.
Email: send purchase orders and invoices in PDF format.
✅ Tips for Correct Setup
Before activating the Purchase module, configure the code lists in the Goods module (if you use stock management).
Define document types and posting templates before you start entering documents in bulk — this minimizes the need for manual corrections later.
Enter suppliers' IBAN / variable symbols / VAT numbers to ensure smooth payment matching and VAT processing.
If using EAN scanners, verify your unit of measure and price list settings.