Purchase Management

PURCHASE MODULE

12.1. Settings

12.1.1. General Settings

Step1. Go to the Settings menu under the Purchase module from the left sidebar.

Step 2. Select General Settings menu -> Enter data into the fields and Save

General Information
- Purchase order number prefix: used to configure the code for purchase order
- Next purchase order number: used to configure the order number of the purchase order, from the configured number, when creating a new purchase order, the order number will automatically increase by 1 unit. Set this field to 1 if you want to start from the beginning.
- Purchase request number prefix: used to configure the code for the purchase request
- Next purchase request number: used to configure the order number of the purchase request, from the configured number, when creating a new purchase request, the order number will automatically increase by 1 unit. Set this field to 1 if you want to start from the beginning.
- Purchase invoice prefix: used to configure the code for purchase invoice – Debit note prefix: used to configure the code for the debit note
- Hour of day to perform automatic purchase invoice operations: invoice recurring will be automatically generated at the hour according to this option.
- Shipping Information: used to configure the shipment information displayed in the PDF of Purchase order

Other Information
- Terms & Conditions: create default content for Terms & Conditions such as: Add Quotation, Add Purchase order, Add Debit Note, Add Invoice
- Vendor note: create default content for Vendor note such as: Add Quotation, Add Purchase order, Add Debit Note, Add Invoice
- PDF Purchase Logo: used to add logo displayed in PDF files of Purchase Order, Purchase Request, Quotation. Debit Notes

12.1.2. Purchase Options

Step 1. Go to the Settings menu under the Purchase module from the left sidebar.

Step 2. Select Purchase Option menu

Not creating Purchase request, Quotation: If you enable this setting, the Quotation field is hidden in the Add purchase order page.
Load items by vendor: If you enable this setting, when creating a purchase order or quotation, the items will load according to the selected vendor. Conversely, if this setting is not enabled, all existing items will be displayed.
Only show prefix & number on Purchase order number field: If you enable this setting, the Purchase order number field consists of 3 components: prefix – number – vendor code. If you do not enable this setting, the Purchase order number field includes the following components: prefix – number – month – year – vendor code
Allow vendor to register: if activated, the vendor portal (/purchase/authentication_vendor) will display the Register button
Show TAX per item: show tax column in PDF, Purchase Order detail and Quotation detail.
Send email welcome for new contact: if this feature is enabled, when there is a new contact, the system will automatically send a welcome email to the newly created contact.
Reset purchase order number every month: if you enable this feature, the Purchase order number will automatically reset at the beginning of the month
RESET DATA: All data related to Purchase request, Quotation, Purchase order, Contract, Purchase invoice, Debit Note, return order are deleted. Payments related to Purchase invoice are deleted. Does not affect the Inventory module. Setting data, items are not deleted. Tasks related to Purchase order, Quotation, Purchase invoice, Contract are also deleted.

12.1.3. Unit

12.1.3.1. Add New Units

To add a new unit to your organization:

Step 1. Go to Settings menu under Purchase module from the left sidebar.
Step 2. Select Units menu -> Click on the Add unit button.
Step 3. In the Add unit page, fill the following details:
1. Enter the Unit code.
2. Enter the Unit name.
3. Enter Unit symbol
4. Enter the Order: Unit with a smaller order will show up on top in the Unit combo box
5. Check/ uncheck Display: if you check this option, Unit is Display that will be displayed in the Unit combo box. Opposite, unit is Not display that will not be displayed.
6. Enter the Note.
Step 4. Click Save button

12.1.3.2. Edit Unit

To edit the details of an existing unit :

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Units menu -> Hover over the unit to be edited and click Edit
Step 3. Make the necessary changes and click Save button

12.1.3.3. Delete unit

If an unit is no longer operational, you can delete it. To delete an unit:

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Units menu -> Hover over the unit to be deleted and click Delete
Step 3. Confirm your selection in the following pop-up. The unit will be deleted.

12.1.4. Commodity Group

This data will be used for the Commodity Group combo box

12.1.4.1. Add New Commodity Group

To add a new commodity group to your organization:

Step 1. Go to Settings menu under Purchase module from the left sidebar.
Step 2. Select Commodity Group menu -> Click on the Add commodity group button.
Step 3. In the Add commodity group page, fill the following details:
1. Enter the Commodity group code.
2. Enter the Commodity group name.
3. Enter the Order: Commodity group with a smaller order will show up on top in the Commodity Group combo box
4. Check/ uncheck Display: if you check this option, Commodity group is Display that will be displayed in the Commodity Group combo box. Opposite, Commodity group is Not display that will not be displayed.
5. Enter the Note.
Step 4. Click Save button

12.1.4.2. Edit Commodity Group

To edit the details of an existing commodity group :

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Commodity Group menu -> Hover over the commodity group to be edited and click Edit
Step 3. Make the necessary changes and click Save button

12.1.4.3. Delete commodity group

If a commodity group is no longer operational, you can delete it. To delete a commodity group:

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Commodity Group menu -> Hover over the commodity group to be deleted and click Delete
Step 3. Confirm your selection in the following pop-up. The commodity group will be deleted.

12.1.5. Sub Groups

This data will be used for the Sub Group combo box in Add/Edit Item page.

12.1.5.1. Add New Sub Group

To add a new sub group to your organization:

Step 1. Go to Settings menu under Purchase module from the left sidebar.
Step 2. Select Sub Groups menu -> Click on the Add Sub Group button.
Step 3. In the Add Sub group page, fill the following details:
1. Enter the Subgroup code.
2. Enter the Subgroup name.
3. Double click to select Group name. Group name get data from Commodity group menu. Only Commodity group that are Display are displayed in the Group name column
4. Enter the Order: Sub group with a smaller order will show up on top in the Sub group combobox
5. Check/ uncheck Display: if you check this option, Sub group is Display that will be displayed in the Sub Group combobox ( Items menu -> Add/Edit item form ). Opposite, sub group is Not display that will not be displayed.
6. Enter the Note.
Step 4. Click Save button

12.1.5.2. Edit Sub Group

To edit the details of an existing sub group :

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Sub Groups menu -> Hover over the sub group to be edited and click Edit
Step 3. Make the necessary changes and click Save button

12.1.5.3. Delete sub group

If a sub group is no longer operational, you can delete it. To delete a sub group:

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Sub Groups menu -> Hover over the sub group to be deleted and click Delete
Step 3. Confirm your selection in the following pop-up. The sub group will be deleted.

12.1.6. Permissions

Users can access the modules based on their permission.

Admin: has unrestricted access to all the modules. You as an admin, can assign permission for role or specific employees.

12.1.6.1. Add Permission

Step 1. Go to Settings menu under Purchase module from the left sidebar.
Step 2. Select Permissions menu -> Click on the Add button.
Step 3. In the Add Permissions page, fill the following details:

– Role: this set of permission applies to all employees of the select role.
– Staff name: this set of permission applies to select staff.

Step 4. Click Save button

12.1.6.2. Edit Permission

To edit the details of an existing permission:

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Permissions menu -> Select permission need to be edited and click Edit
Step 3. Make the necessary changes and click Save button

12.1.6.3. Delete permission

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Permissions menu -> Select the permission need to be deleted and click Delete
Step 3. Confirm your selection in the following pop-up. The permission will be deleted.

12.1.7. Currency Rates

Used to get online currency rates and manage Currency rate log.

Go to Settings menu under Purchase module from the left sidebar -> Select Currency Rates menu.

12.1.7.1. General tab

Maximum number of storage days: the maximum number of days to store the currency exchange rate update log (ie, the currency rate log lines that are stored after X time will automatically be deleted at the beginning of the next day). In the case of value = 0, this function is disabled, meaning the currency conversion log is not automatically cleared
Automatically get currency rates: used to automatically update the online currency rate at 6pm every day and log in the Currency Rate logs tab
- If this option is enabled: the currency rate is automatically updated at 18:00 every day
- If this option is disabled: currency rates are not automatically updated.
Get Online currency rates: when this button is clicked, the new online currency rates are updated and logged in the Currency Rate logs tab

12.1.7.2. Currency Rate logs tab

Used to record currency exchange rate updates.

12.1.8. Approval

Create approval workflows for types: Purchase request, Purchase Order, Quotation, Payment requests.

12.1.8.1. Add New Approval Setting

To add a new approval to your organization:

Step 1. Go to Settings menu under Purchase module from the left sidebar.
Step 2. Select Approval menu -> Click on the New approval setting button.
Step 3. In the New approval setting page, fill the following details:
1. Enter the Subject.
2. Select Related: Purchase request, Purchase Order, Quotation, Payment requests.
3. Select Staff
4. Select action: approve or sign
5. Click to add another approver to the process
  Click to remove a approver from the process
Step 4. Click Save button

12.1.8.2. Edit approval setting

To edit the details of an existing approval :

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Approval Settings menu -> Select approval setting need to be edited and click Edit
Step 3. Make the necessary changes and click Save button.

12.1.8.3. Delete approval

Step 1. Go to Settings menu under Purchase module from the left sidebar
Step 2. Select Approval Settings menu -> Select the approval need to be deleted and click Delete
Step 3. Confirm your selection in the following pop-up. The approval will be deleted.

12.2. Items

Used to manage and add new items for purchase.

12.2.1. Create Item

To create an item

Step 1. Go to the Purchase module in the left sidebar and select Items menu
Step 2. Click Add button
Step 3. In the Add Item page, enter the Commodity Code, Commodity Name, Sale Price, Units and other details:
Step 4. Click Save

12.2.2. Import Items

To know the format of the import, i.e. the columns and data to be included in the import file, you can download the sample import file which we’ll be looking at in the steps below.

Step 1. Go to the Purchase module in the left sidebar and select Items menu
Step 2. click Import items button
Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download Sample button
Step 4. Enter the data you need to import into the downloaded file and save it.
Step 5. Click the Choose File button under Choose excel file and choose a file
Step 6. Click Import
In case the import fails, the ERROR FILE DOWNLOAD button will be displayed. To see the import error, click Error file download to download the file and see the error

-> Then go to the last column in the file (Error column) to see the exact error that caused the import of the item to fail

12.2.3. Edit Items

To edit the details of an existing item:

Step 1. Go to the Purchase module in the left sidebar and select Items menu
Step 2. Hover over the item need to be edited and click Edit
Step 3. Make the necessary changes and click Save button

12.2.4. Delete Items

You can delete individual items or delete multiple items at once

Hover over the item you want to delete and click Delete

Confirm your selection in the following pop-up. The item will be deleted.
Select the items to be deleted and press Bulk action.

Select Mass delete -> click Confirm button.

12.2.5. Clone Items

Select the items to be cloned and press Bulk action -> Select “Clone this items”

12.2.6. Change Item Selling Price

Select the items to be changed selling price and press Bulk action.

Choose change item selling price and click Confirm button

12.2.7. Change Item Purchase Price

Select the items to be changed purchase price and press Bulk action.

Choose change item purchase price and click Confirm button

12.3. Vendor

12.3.1. Vendor Category

Used for a create new vendor page (Vendor menu).

To add a new vendor category to your organization:

Step 1. Go to Settings menu under Purchase module from the left sidebar.
Step 2. Select Vendor Category menu -> Click on the New button.
Step 3. In the New vendor category page, fill the following details:
1. Enter the Name.
2. Enter the Description
Step 4. Click Save

12.3.2. Custom Field

Vendor

Step 1. Go to Setup -> Custom field -> click New Custom Field Step 2. Choose “Field Belong to” : Vendors

Vendor Contact

Choose “Field Belong to” = Vendor’s Contacts

12.3.3. Create Vendor

To create a new vendor:

Step 1. Go to the Purchase module in the left sidebar and select Vendor menu
Step 2. Click the New Vendor button
Step 3. Enter Vendor code and Company
Select Vendor category and Currency
Step 4. You can add other details such as their Custom fields, Billing & Shipping and Return Policies by navigating through the different tabs at the top of the page.
Step 5. Click Save or Save and create contact

12.3.5. Vendor Detail

Step 1. Go to the Purchase module in the left sidebar and select Vendor menu
Step 2. Select a vendor and click View

Manage general information and transactions of a vendor.

12.3.6. Assign Admin

Used to assign staff to be in charge of vendor
These employees will receive notifications for all vendor-related transactions: quotation sent from the vendor.

Step 1. Go to vendor detail -> Vendor admins tab -> click Assign Admin

Step 2. Select a or more staffs and click Save

12.3.7. Create Vendor’s Contact

To create a new contact:

Step 1. Go to the Purchase module in the left sidebar and select Vendor menu
Step 2. Move the mouse to the vendor that needs to add the contact and click Contacts

Or go to vendor detail -> select Contacts menu -> Click New Contact menu
Step 3. Enter the First Name, Last Name, Email and Password

Email is unique
Check “Primary Contact” to make this contact the primary contact. This contact can see Profile Company and edit it. Opposite, If disable this option, this contact can’t see Profile Company and edit it. Each vendor has only a primary contact.

12.4. Vendor Registration

Step 1. Go to admin portal
Step 2. Go to the Purchase module in the left sidebar and select Settings menu
Step 3. Select Purchase Options menu -> Enable “Allow vendors to register”
Step 4. If we need to add some information to the registration form, we can create custom fields belong to vendors
Step 5. Go to vendor portal “/purchase/authentication_vendor” → click Register

In the Register page, enter information in the fields → then check “I agree to the Terms & Conditions” → Then click Register

After successfully submitting the registration, wait for the admin’s approval
Step 6. Go to Vendor menu -> Click Confirm registration to approve the vendor account registration request.

Or you can confirm in the account details

After being confirmed, this account will receive a confirmation email that the account has been activated.

12.5. Vendor-Items

When creating Quotation, Purchase order, Debit note and Purchase Invoice transactions, if “Load items by vendor” option is enabled, the item is loaded according to the selected vendor.

Step 1. Go to the Purchase module in the left sidebar and select Vendor-Items menu
Step 2. Click New button
Step 3. In the Vendor-Items page, fill the following details:

1. Select a Vendor
2. Select the Group Items and Items
Step 4. Click Save
After successful saving, this item will be displayed in the corresponding vendor’s Public items tab

12.6. Purchase request

Used to create purchase request. After the purchase request has a status of Approved, it can be shared to the vendor.

In case the purchase request has a status of Draft or Rejected, the purchase request cannot be shared with the vendor

12.6.1. Create Purchase Request

Step 1. Create approval process for Purchase request ( if necessary) at approval setting.
Step 2. Go to Purchase request menu under Purchase module from the left sidebar -> Click New button
Step 3. In the Add new Purchase request page, fill the following details:

1. Enter the Purchase Request Name.
2. Select the Project.
3. You can create a purchase request from Sales Estimate or Sale invoice and available items or enter arbitrary names for undefined items.
Sale estimate: get estimates with states Draft , Send , Expired. Accepted (except Declined).
Sale invoices: Get all invoices except the one with Draft and Cancelled status.
4. Select the Currency.
5. Select the Department.
6. Select Requester.
7. Select Share to vendor: After purchase request is selected Approved⇒ vendor can see this purchase request in their portal.
8. Enter the Description.
Step 4. Click Save button
Step 5. Approve purchase request (if there is an approval process)
1. Select Purchase request as Not yet approved -> Click View
2. Click Send approval request ⇒ notify you to send approval request successfully. Approvers receive approval request notifications via email and web

3. Log in to the approver account -> click on the notification requesting approval -> Click the Approve button -> enter the content in the Reason field (if any) -> select Approve or Deny. ⇒ successful approval notification ⇒ Purchase Request creators get notified.
Step 6. After purchase request status is Approved -> allow View PDF, Send Request Quotation email and Share PR to vendor

12.6.2. Send Request Quotation email

Step 1. Select the approved Purchase Request -> Click
Step 2. In the Send a purchase request popup, fill the following details:

1. Select the contacts to send this purchase request
2. Check/uncheck Attach a Purchase Request PDF
3. Enter the Additional content
Step 3. Click Send

12.6.3. Share Purchase Request to vendor

Step 1. Select the approved Purchase Request -> Click

Step 2. In the Share purchase requests to vendors, select the vendor and click Share button

==> these vendor will see this Purchase request in their portal.

12.6.4. Purchase Request Detail

Contains Purchase Request information and related quotations.

Step 1. Go to Purchase Request menu under Purchase module from the left sidebar
Step 2. Select a purchase request and click View
Compare Quotation: show all quotes created from purchase request. Used to compare quotations of vendors.

12.7. Quotations

Quotations can be created in both admin portal and vendor portal.

You can create quotations from available items or approved purchase request.

12.7.1. Create Quotation

Step 1. Create approval process for Quotation ( if necessary) at approval setting.
Step 2. Go to Quotations menu under Purchase module from the left sidebar -> Click New button
Step 3. In the Add Quotations page, fill the following details:

1. Select the Vendor
2. Create quotation by selecting Purchase request or available items
Select an item and click to add this item to quotation.
Click to remove this item from quotation.

3. Select the Currency
4. Select Buyer
5. Select Estimate Date and Expiry Date
Step 4. Click Save button ==> Quotation is successfully created and displayed in the corresponding vendor portal account.
Step 5. Approve quotation (if there is an approval process)
1. Select Quotations as Draft -> Click View
2. Click Send approval request ⇒ notify you to send approval request successfully. Approvers receive approval request notifications via email and web

3. Log in to the approver account -> click on the notification requesting approval -> Click the Approve button -> enter the content in the Reason field (if any) -> select Approve or Deny.
If you are an admin, you can update the status of quotation to approved or rejected.

12.7.2. Add comment in quotation

To make the exchange between the buyer and the vendor more convenient, you can use the Discuss tab for the buyer and the vendor to enter the content to be exchanged. Both buyers and vendors can see each other’s comments.

When the admin or vendor sends a comment -> the message is sent to the other party.

Step 1. Go to detail quotations -> select Discuss tab
Step 2. Enter the content -> click Add Comment button.

12.7.3. Add Task for quotation

This feature is only visible in the employee view. You can create some task for this quotation by clicking New Task button

12.7.4. Add Attachment

This feature is only visible in the employee view. You can attach the file related to this quote

12.7.5. Send an email and attach quotation

Step 1. Go to Quotations detail -> click

Step 2. In the Send a quote popup, fill the following details:

1. Select the contact
2. Check Attach a Purchase Quotation PDF
3. Enter the Additional content

Step 3. Click Send button

12.8. Purchase Order

Used to create a purchase order to send to the vendor for the purpose of purchasing.

Can create Purchase order without creating Purchase request, Quotation if Not create Purchase request, Quotation is enabled.

Purchase orders can be created from the following types:

Purchase order is created from an existing item
Purchase order generated from Estimates
Purchase order created from Purchase request
Purchase order created from Sales invoice

12.8.1. Add Custom Field

Choose “Field Belong to” = Purchase Order

12.8.2. Create Purchase Order and Approval Process

You can create multiple Purchase Orders from a purchase request or an Estimate or a sale invoice.

Step 1. Create approval process for Quotation ( if necessary) at approval setting.
Step 2. Go to Purchase Order menu under Purchase module from the left sidebar -> Click New button
Step 3. In the Add Purchase Order page, fill the following details:

1. Enter Purchase order description
2. Select a Vendor
3. Select a purchase request or a estimate or sale invoice or available item
Select a item and click to add this item to quotation.

Click to remove this item from quotation.

4. Fill the shipping information and other required details.
Step 4. Click Save button
Step 5. Approve purchase order (if there is an approval process)
1. Select purchase order as Draft -> Click View
2. Click Send approval request ⇒ notify you to send approval request successfully. Approvers receive approval request notifications via email and web

3. Log in to the approver account -> click on the notification requesting approval -> Click the Approve button -> enter the content in the Reason field (if any) -> select Approve or Deny.

If you are an admin, you can update the status of quotation to approved or rejected or canceled.
Step 6. After the purchase order has an approved status, this purchase order will be displayed in the corresponding vendor portal.
Step 7. Go to vendor portal -> Select Purchase order menu -> confirm this purchase order and update delivery date
Step 8. Update the delivery status of Purchase order

12.8.3. Purchase Order Detail

Select the purchase order to view details and click View

Click Refresh Order Value to update order value according to the item’s current purchase price. This button is only visible when the purchase order has Draft, Rejected and Canceled status.

12.8.3.1. Payment Record

Allow direct payment on this purchase order and record bill payment transactions related to this purchase order provided that the purchase order has been approved. There are 2 cases:

In case the Purchase order has no purchase invoice, when creating a payment, the system automatically creates a Purchase Invoice for that PO with the amount that the user entered in the payment.
Step 1. Create approval process for Payment request ( if necessary) at approval setting.
Step 2. Go to purchase order detail -> Select Payment Record tab -> click Payment button

Step 3. Enter the amount to pay, Select Payment Date and Payment Mode -> then click Save

Step 4. Go to payment detail to check payment status

Step 5. Send approval request and proceed with the approval according to the established process.
In case the Purchase order already has an invoice, when clicking Payment, the Purchase invoice is automatically filled in for payment
- Step 1. Create approval process for Payment request ( if necessary) at approval setting.
- Step 2. Go to purchase order detail -> Select Payment Record tab -> click Payment button
- Step 3. Select purchase invoice, enter the amount, select Payment Date and Payment Mode -> then click Save
- Step 4. Go to payment detail to check payment status
- Step 5. Send approval request and proceed with the approval according to the established process.

12.8.3.2. Reminders

Use to set reminders to not forget vendor -related issues.

Calendar reminders will be displayed in web notifications and sent to selected employees only

If there is a check option “Send also an email for this reminder”: the reminder is sent via email.

Step 1. Go to Reminders tab -> click Set Estimate Reminder
Step 2. Fill in required details and click Save

12.8.3.3. Task

Buyer creates tasks related to this Purchase order. Vendor can’t see these tasks.

12.8.3.4. Discuss

To make the exchange between the buyer and the vendor more convenient, we use the Discuss tab for the buyer and the vendor to enter the content to be exchanged. Both buyers and vendors can see each other’s comments. (Purchase Order does not need to be approved, the vendor can still see it)

When admin or vendor sends a comment -> the message is sent to the other party.

12.8.3.5. Notes

Buyer creates multiple notes related to this purchase order. Vendor can’t see these notes

Allow editing, deleting note

12.3.4. Import Vendor

To import vendor from other systems:

Step 1. Go to the Purchase module in the left sidebar and select Vendor menu
Step 2. Click Import items button
Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a Sample button.
Step 4. Enter the data you need to import into the downloaded file and save it.
Step 5. Click the Choose File button under Choose excel file and choose a file
Step 6. Click Import
In case the import fails, the ERROR FILE DOWNLOAD button will be displayed. To see the import error, click Error file download to download the file and see the error
==> Then go to the last column in the file (Error column) to see the exact error that caused the import of the item to fail

12.8.3.6. Attachment

Used to attach files related to this purchase order. Both buyer and vendor can attach files and see all attached files for this purchase order

12.8.4. Convert Purchase Order to Expense

Step 1: Go to Purchase Order menu -> Click CONVERT button
Step 2. Enter data in required field and click Save

Step 3. Click View Expense to view Expense details

12.9. Contracts

Allows the buyer to create a contract related to the approved purchase order and this contract will be displayed in the Contract menu of the respective vendor.

12.9.1. Create Contract

Create contracts for suppliers and buyers to sign.

Step 1. Go to Contracts menu
Step 2. Click New and fill in required details and click Save. After saving, the contract is displayed in the vendor portal
Signed status field: has 2 options: Not signed and Signed
– If you select Not signed: display the SIGN button to sign the contract. All employees authorized for the Contract menu can sign contracts

– If Signed is selected: do not display the SIGN button, the Sign button position changes to Signed.

12.9.2. Sign

Step 1. Go to contract detail -> click Sign

Step 2. Draw a signature and press Sign

12.9.3. Discuss

When 1 or buyer send a comment -> send a notification to the other party.

Allow edit, delete discussion

12.10. Debit Notes

12.10.1. Create New Debit Note

Step 1. Go to Debit Notes menu under Purchase module from the left sidebar -> Click New Debit Note button
Step 2. In the Add New Debit Note page, fill the following details:

1. Select the Vendor
2. Select the Discount type
3. Enter the Debit Note Date
4. Select or enter the item, enter the Qty and Rate. Then click
Click to remove the item from the debit note.
Note: If the Load items by vendor option is enabled –> Select item only loads the items belonging to the selected vendor.
If the Load items by vendor option is disabled–> Select item loads all items.

Step 3. Click Save button

12.10.2. Edit Debit Note

Step 1. Select a debit note to edit and click Edit.
Step 2. Make the necessary changes and click Save button

12.10.3. Delete Debit Note

Only debit notes that have not been invoiced debited and refund are allowed to be deleted.

Step 1. Hover over a Debit Note -> click Debit Note Number hyperlink
Step 2. Click MORE -> click Delete
Step 3. Confirm your selection in the following pop-up. The debit note will be deleted.

12.10.4. Void

Conditions for using the Void feature : Debit note is not closed, no Invoices Debited, no Refunds and staff have the right to edit debit note.

After being void, debit note can not generate refund

Step 1. Hover over a Debit Note -> click Debit Note Number hyperlink
Step 2. Click MORE -> click Void

==> Result:

12.10.5. Cancel Void

Click MORE -> click Mark as Open

12.10.6. Refund

Step 1: Hover over a Debit Note -> click Debit Note Number hyperlink
Step 2. Click More -> Refund
Step 3. Enter the Refunded Amount, enter Date and select Payment Mode -> click Save

You can edit and delete refund at Refunds tab

12.10.7. Create Invoice Debited

Debit Note is only applied to the invoice related to that vendor.

Step 1. Hover over a Debit Note -> click Debit Note Number hyperlink
Step 2: Click Apply to invoice
Step 3. Enter amount to debit -> click Apply button Note: Amount to Debit must be less than or equal to Remaining debit.

12.10.8. Delete Invoice Debited

Go to Invoices Debited tab to delete

12.11. Invoices

12.11.1. Add Custom Field

Choose “Field Belong to” = Purchase invoice

12.11.2. Create Purchase Invoice

You can create Purchase Invoice from Purchase order, Contract or available items.

Step 1. Go to Invoices menu under Purchase module from the left sidebar -> Click New button
Step 2. In the Add Invoice page, fill in the required details:

1. Select the Vendor
2. Select the Contract: select a contract only when it has been created from a purchase order.

– Or you select the Purchase Order

– Or you select the available item

3. Enter the Invoice Date
Step 3. Click Save button

12.11.3. Edit Purchase Invoice

From the invoice management -> select the invoice to edit and click Edit

Or view invoice details -> click

12.11.4. Delete Purchase Invoice

When deleting the invoice, the applied debit is also deleted -> refund the applied amount to the corresponding Debit Note

From the invoice management -> select the invoice to delete and click delete

12.11.5. Applied debit

Used to reduce the payment amount of the invoice.

Step 1. View unpaid or partially paid invoice details
Step 2. Click Apply Debits

Debit available = total amount remaining of debit Notes currently open. Debit available is calculated by vendor
Step 3. Enter Amount to Debit and click Apply Show only debit notes (Open status) belonging to the vendor of the invoice being viewed

12.11.6. Delete Applied debits

Go to Applied debits tab -> click and confirm to delete

12.11.7. Payment Record

Allow partial payment or full payment of invoice value.

Step 1. View Unpaid or Partially paid invoice detail
Step 2. Click Payment button
Step 3. In the New Payment page, Enter the Amount, enter Payment Date, select Payment Mode and click Save
Step 4. Approve the payment if the Payment Request approval process has been set up in the approval setting.

12.11.8. Delete Payment Record

Go to Payment Record tab -> click and confirm to delete

12.12. Order Returns

12.12.1. Create Order return

Prepare Data:

Purchase Order with Approved status and return request time within X days after delivery date and delivery status is Completely Delivered and Order Status is Delivered.
Set Return Policies in vendor detail
Step 1. Go to Order Returns menu under Purchase module from the left sidebar -> Click New button
Step 2. In the Add New Order Return page, fill in the requested details:

1. Select the Purchase Order
2. Select Return type: Fully or Partially
If you choose Partially: you can edit the quantity item or delete items.

If you choose Fully: Do not allow to edit the quantity item or delete items
Step 3. Click the Save button.
Each Purchase order can only create 1 return order and cannot edit the return order after being saved(including admin).

Return order after being saved will be in Draft state, and it will be displayed in the Order Return menu at the respective vendor portal.
Step 4. Go to vendor portal -> Order Return menu -> view order return detail -> click Confirm or Reject

If Vendor chooses Reject → the order return status changes to Canceled → admin cannot create refund
If Vendor selects Confirm → the order return status changes to Confirmed -> allows admin to create a refund.
Step 5. Go to Inventory module → Receiving-Exporting return order menu -> Click Add button and select Delivery return purchasing goods
Step 6. Select Purchasing Return Order and select Related data -> Save.
Step 7. If Receiving-Exporting return order has an approval process ==> Approve Receiving-Exporting return order and choose warehouse to create Delivery voucher -> Click Save. If Receiving-Exporting return order does not have an approval process ==> click Create Inventory Delivery Voucher button and select warehouse to create Inventory Delivery Voucher.
Step 8. System automatically redirects to Inventory delivery management, approves Inventory delivery (if there is an Inventory Delivery approval in the setting).

12.12.2. Delete Order Return

Step 1. Go to Order Return detail -> Click More -> Select Delete
Step 2. Confirm your selection in the following pop-up. The order return will be deleted

12.12.3. Create Refund

Multiple refunds can be created until the purchase order return is fully refunded.

Refund can only be generated when Order return has Confirm status

Step 1. View order return details is Confirm status.
Step 2. Click More -> click Refund
Step 3. Enter the Refunded Amount, Date and Payment Mode -> Click Save button

12.12.4. Edit Refund

Step 1. View order return details -> Select Refunds tab
Step 2. Click
Step 3. Make the necessary changes and click Save button

12.12.5. Delete Refund

Step 1. View order return details -> Select Refunds tab
Step 2. Click
Step 3. Confirm your selection in the following pop-up. The refund will be deleted

12.13. Reports

Cost of import goods for each item

Display the purchase price of each item according to each PO. Report data displays by time (This month, Last month, This Year, Last year, All Time…) and currency. Filtering by currency will display Purchase Orders in that currency.

PO voucher report

Show all POs by filter period (This month, Last month, This year, Last year, All time…).The report shows which vendor the PO belongs to, which department, which project, what is the PO status, the delivery status, and the payment status related to the PO.

Purchase order Report

This report shows which vendor PO belongs to, which department, PO status, total PO value without tax, total tax for each PO, and total taxable PO value. Data is filtered by currency and time, filtering by which currency will show POs in that currency.

Purchase Invoices Report

Statistics of Purchase Invoices created from Purchase Order or Contract by currency and filter time.

Purchase statistics by number of purchase orders

Statistics of the number of POs in all states by month of the year.

Purchase statistics by cost

Statistics of total PO value including tax by month

12.14. Vendor portal

12.14.1. Dashboard

Statistics on the number of contracts, purchase orders, quotations.

12.14.2. Items

Use to create item and share item for admin portal.
The items on the Private items tab are items only this vendor can see.
The items in the Public item tab are the items that have been shared with the admin portal or the items that have been assigned by the admin to the vendor.

12.14.2.1. To Create an items:

Step 1. Go to Items -> Click Add New button
Step 2. Fill in the requested details and click Save

12.14.2.2. To edit the details of an existing item:

Step 1. Select the item and click

Step 2. Make the necessary changes and click Save button

12.14.2.3. To delete the item

Step 1. Select the item and click
Step 2. Confirm your selection in the following pop-up. The item will be deleted.

If the item has been shared to admin, after deleting, this item will only be deleted in the vendor portal, in the admin portal it will not be deleted