Purchasing Overview

Master your daily purchasing operations with this quick-reference guide covering the most common purchasing tasks you’ll perform regularly.

Your Daily Purchasing Tasks

For Purchasing Admins

• Create and manage purchase orders
• Send POs to suppliers
• Track delivery status
• Handle supplier inquiries
• Manage supplier relationships

For Warehouse Staff

• Receive goods deliveries
• Create goods received notes (GRN)
• Scan serial numbers
• Allocate stock to locations
• Handle delivery discrepancies

For Accounts Payable

• Process supplier invoices
• Match invoices to POs and GRNs
• Approve invoices for payment
• Process supplier payments
• Handle invoice queries

Common Purchasing Workflows

Choose the right workflow for your situation:

Full Control: Standard Procurement

Best for: Regular supplier purchases, inventory replenishment Steps: PO → GRN → Invoice → Payment

Quick Process: Direct GRN

Best for: Walk-in purchases, emergency buys, local suppliers Steps: Purchase → GRN → Invoice → Payment

Simple: Direct Invoice

Best for: Services, utilities, subscriptions, non-stock items Steps: Invoice → Approval → Payment

Special Cases

Prepayment Required: Invoice-First Workflow Consignment Stock: Consignment Purchasing

Quick Task Guides

Creating Purchase Orders

When: Need to order goods from supplier Time: 10-15 minutes per PO Navigation: [Purchasing > Purchase Orders > New PO]

Quick Steps:

1. Select supplier
2. Add items and quantities
3. Attach quotation
4. Submit for approval
5. Send to supplier when approved

Common Mistakes:

• ❌ Missing quotation attachment
• ❌ Wrong delivery date
• ❌ Incorrect G/L account
• ❌ Price in wrong currency

Processing Goods Receipt

When: Goods delivered to warehouse Time: 30-60 minutes (including physical receipt) Navigation: [Purchasing > Goods Receipt > New GRN]

Quick Steps:

1. Count delivered goods
2. Match to PO and delivery order
3. Create GRN in system
4. Scan serial numbers
5. Allocate to storage locations
6. Attach documents and confirm

Common Mistakes:

• ❌ Not counting accurately
• ❌ Accepting damaged goods
• ❌ Missing serial numbers
• ❌ Wrong storage locations

Processing Purchase Invoices

When: Supplier invoice received Time: 5-10 minutes per invoice Navigation: [Purchasing > Purchase Invoices > New Invoice]

Quick Steps:

1. Enter supplier invoice details
2. Match to PO and GRN
3. Resolve any variances
4. Submit for approval
5. Post when approved

Common Mistakes:

• ❌ Not checking three-way match
• ❌ Ignoring price variances
• ❌ Processing duplicate invoices
• ❌ Wrong GL date for period-end

Daily Workflow Examples

Morning Routine (Purchasing Admin)

08:00 - 08:30: Review overnight orders and emails

• Check for urgent supplier requests
• Review pending PO approvals
• Respond to supplier queries

08:30 - 10:00: Process new purchase requests

• Review requisitions
• Create POs for approved requests
• Submit for approval
• Send approved POs to suppliers

10:00 - 12:00: Follow up on pending deliveries

• Check expected deliveries
• Contact suppliers for delayed orders
• Update delivery schedules
• Coordinate with warehouse

Afternoon Routine (Accounts Payable)

13:00 - 15:00: Process supplier invoices

• Enter new invoices received
• Match to POs and GRNs
• Resolve variances
• Submit for approval

15:00 - 16:30: Payment processing

• Review due invoices
• Create payment batches
• Process payments
• Send remittance advice

16:30 - 17:00: End-of-day tasks

• Review pending approvals
• Chase delayed approvals
• Update payment schedules
• Prepare next day priorities

Warehouse Staff (Receiving Hours)

Continuous throughout day:

• Receive deliveries as they arrive
• Create GRNs immediately
• Scan and allocate stock
• Handle exceptions
• Maintain receiving area organization

Quick Reference Tables

Purchase Order Approval Limits

Document Requirements Checklist

Common Navigation Paths

Handling Common Issues

Issue: PO Stuck in Approval

Symptoms: PO submitted several days ago, no approval Quick Fix:

1. Check who is the current approver
2. Send reminder email
3. If approver on leave, request delegation
4. Escalate to backup approver if urgent

Issue: Partial Delivery

Symptoms: Ordered 100 units, received only 75 Quick Fix:

1. Create GRN for 75 units received
2. Leave PO open for remaining 25
3. Note reason for short delivery
4. Contact supplier for balance delivery date
5. Set follow-up reminder

Issue: Invoice Price Doesn’t Match PO

Symptoms: System flags price variance Quick Fix:

1. Check PO price vs invoice price
2. Review quotation price
3. If PO error: Get approval for correct price
4. If supplier error: Contact supplier for revised invoice
5. If authorized increase: Get purchasing confirmation

Issue: Payment Delayed

Symptoms: Due date passed, supplier calling Quick Fix:

1. Check if invoice is approved
2. Verify bank details are correct
3. Confirm payment run included invoice
4. If missed: Process urgent payment
5. Call supplier to explain and confirm payment date

Key Performance Targets

Track your efficiency:

Efficiency Tips

Time-Saving Techniques

Batch Similar Tasks:

• Process all POs in morning
• Handle all GRNs continuously
• Review invoices in afternoon
• Make one payment run per period

Use Templates:

• Create PO templates for regular orders
• Save favorite items for quick selection
• Use standard remarks and notes
• Bookmark frequently used screens

Keyboard Shortcuts:

• Learn system shortcuts
• Use tab navigation
• Quick search functions
• Copy-paste where appropriate

Preparation:

• Review expected deliveries in advance
• Prepare receiving area for deliveries
• Organize documents before data entry
• Check approver availability before submission

Quality Controls

Double-Check:

• Prices before confirming PO
• Quantities when receiving goods
• Invoice totals before posting
• Payment amounts before authorizing

Verify:

• Supplier details (especially bank accounts)
• Tax invoice requirements
• Correct G/L accounts
• Proper approvals received

Document:

• Unusual situations
• Variances and resolutions
• Approval conversations
• Supplier commitments

Getting Help

In-System Help

• ? icon on every screen
• Field-level tooltips
• Process help guides
• Error message explanations

Documentation

• Standard Procurement Workflow - Complete process
• Module Documentation - All features
• Supplier Setup - Supplier management

Human Support

• Supervisor: Process questions, approvals
• Purchasing Manager: Supplier issues, policy
• IT Helpdesk: System issues, access
• Accounts Manager: Payment queries

Self-Learning

• Practice in training environment
• Shadow experienced colleagues
• Review past transactions
• Attend training sessions

Monthly Tasks

Beyond daily operations:

Month-End Tasks

• Ensure all GRNs for month are completed
• Process all received invoices
• Reconcile supplier statements
• Review aged payables
• Accrue for goods received but not invoiced
• Review pending POs and deliveries

Periodic Reviews

• Supplier performance review (quarterly)
• Price benchmarking (semi-annual)
• Contract renewals (as due)
• Policy compliance audit (quarterly)
• Process improvement review (quarterly)

Best Practices Summary

Do’s

• ✅ Process transactions same day
• ✅ Attach all supporting documents
• ✅ Verify critical data carefully
• ✅ Communicate proactively with suppliers
• ✅ Follow approval hierarchies
• ✅ Maintain good filing system
• ✅ Ask when unsure

Don’ts

• ❌ Rush through data entry
• ❌ Skip required approvals
• ❌ Accept damaged goods without documentation
• ❌ Process suspicious invoices
• ❌ Ignore system warnings
• ❌ Mix personal and business purchases
• ❌ Circumvent processes

Next Steps

Deepen Your Knowledge

• Creating Purchase Orders - Detailed PO guide
• Goods Received Note Processing - Complete GRN procedures
• Purchase Invoice Processing - Invoice matching guide

Explore Workflows

• Purchasing Workflow Guides - All workflow scenarios
• Module Overview - Complete purchasing capabilities

Related Operations

• Inventory Management - Stock control
• Accounts Payable - Payment processing
• Supplier Management - Supplier maintenance