Complete procurement from request to supplier payment

Purchases

The Purchases module manages the full procurement cycle, from internal requisition and purchase order through receipt, billing, and payment. It helps purchasing, finance, and inventory teams control approvals, quantities, costs, and supplier liabilities.

Read the docs
9Completed features
9Analytics reports
16Purchase settings
11Purchase order states

Inside the system

Real screens from the system

Features

01

Purchase Settings

Configure receiving, approvals, defaults, supplier options, and purchase accounting.

  • Choose direct receiving, separate goods receipt, or receipt with quality inspection.
  • Set the approval mode and amount-based approval levels.
  • Set default payment terms, tax, cost center, and warehouse.
  • Map inventory, expense, payable, input tax, and discount accounts.
Read the docs
02

Purchase Requests

Capture departmental needs and approve them before issuing formal orders.

  • Record department, priority, required date, and justification.
  • Add items, quantities, estimated prices, and preferred suppliers.
  • Submit for approval, reject with a reason, and resubmit.
  • Convert an approved request into an order with all items copied.
Read the docs
03

Purchase Orders

Manage formal supplier orders and track approval, receipt, and billing.

  • Create a standalone order or convert an approved purchase request.
  • Recalculate discounts, taxes, and totals automatically as items change.
  • Track the order through approval, confirmation, sending, and closure.
  • Update receiving and billing progress as linked documents are processed.
Read the docs
04

Goods Received Notes

Record received quantities and optionally inspect quality before stocking.

  • Use standard receiving or a quality-inspection flow, based on settings.
  • Record batches, expiry dates, and serial numbers for received goods.
  • Separate accepted and rejected quantities with rejection reasons.
  • Increase stock with accepted quantities and update order receipt progress.
Read the docs
05

Purchase Bills

Record supplier invoices, post accounting impact, and track balances due.

  • Create a bill directly or from remaining quantities on an order.
  • Calculate line and header discounts, taxes, totals, and balance.
  • Create the accounting entry on posting and update order billing progress.
  • Add inventory on posting when direct receiving mode is active.
Read the docs
06

Purchase Returns

Return goods to suppliers with reversing accounting and stock movements.

  • Create a return against a posted bill or as a standalone document.
  • Validate that returned quantity does not exceed the available amount.
  • Inherit bill pricing, discounts, and taxes for linked returns.
  • Reverse the payable impact and reduce stock on posting.
Read the docs
07

Purchase Payments

Record supplier bill payments and allocate them across due installments.

  • Support cash, bank transfer, check, and credit card methods.
  • Prevent payment amounts from exceeding the bill balance.
  • Post an entry that reduces payables and credits cash or bank.
  • Allocate funds to oldest unpaid installments and update bill status.
Read the docs
08

Supplier Price Lists

Store supplier prices, compare offers, and populate purchase orders.

  • Record price, currency, minimum quantity, and supplier lead time.
  • Control price validity periods and active status.
  • Compare active valid prices and rank them from lowest cost.
  • Import prices in bulk from CSV and update existing entries.
Read the docs
09

Reports and Print

Analyze purchasing spend and performance and prepare printable documents.

  • View cycle totals, net purchases, paid amounts, and outstanding balances.
  • Analyze spend by product, supplier, category, and period.
  • Track overdue bills, payment outflow, and price variances.
  • Measure supplier performance and prepare five document types for print.
Read the docs

Workflow

Core purchasing workflow

1

Capture the need

A department creates a request with items, quantities, priority, and estimated cost.

2

Approve the request

The request is reviewed and either approved or rejected with a reason.

3

Issue the order

An order is created directly or from the approved request, then confirmed and sent.

4

Receive goods

Received quantities are recorded and inspected when quality mode is enabled.

5

Update inventory

The system increases stock for accepted quantities on receipt approval, or on bill posting in direct mode.

Automatic
6

Post the supplier bill

The bill is reviewed and posted, creating the entry and updating order billing progress.

Automatic
7

Pay the supplier

The payment is posted to the paying account and allocated to oldest dues automatically.

Automatic
Explore the complete workflow

Document lifecycle

Purchase request

DraftPending approvalRejectedApprovedConvertedCancelled

Rejection requires a reason; rejected requests can be edited and resubmitted.

Purchase order

DraftPending approvalApprovedConfirmedSentPartially receivedFully receivedPartially billedFully billedClosedCancelled

A confirmed or sent order cannot be cancelled after any quantity is received or billed.

Goods received note

DraftPending qualityQuality approvedQuality rejectedApprovedCancelled

The direct draft-to-approved path is for standard receiving; quality mode requires inspection first.

Purchase bill

DraftPending approvalApprovedPostedPartially paidPaidCancelled

Posting creates the accounting entry, and a bill with payments cannot be cancelled.

Purchase return

DraftPending approvalApprovedPostedCancelled

Posting reverses the liability and reduces stock; cancellation reverses the entry and restores stock.

Purchase payment

DraftPostedCancelled

Posting updates the bill balance and payment schedule; cancellation reverses those effects.

Works with

Accounting

Posting bills, returns, and payments creates accounting entries; cancellation reverses them under each document's rules.

Inventory

Receipt approval or direct-mode bill posting increases stock, while return posting decreases it.

Reports

Purchase Summary

Totals for requests, orders, bills, returns, payments, net purchases, and outstanding balance.

Purchases by Product

Spend, quantity, average unit cost, and last purchase per product from posted bills.

Purchases by Supplier

Bill count, gross spend, returns, net spend, and outstanding balance per supplier.

Purchases by Category

Spend by product category and its percentage of the total.

Purchase Trends

Bill count, value, returns, and net grouped daily, weekly, or monthly.

Overdue Bills and Aging

Past-due bill balances grouped into aging buckets through more than 90 days.

Payment Outflow

Payments grouped by period and broken down by payment method.

Purchase Price Variance

Order unit price versus actual bill price, shown as amount and percentage variance.

Supplier Performance

On-time delivery, quality rejection, and average lead-time indicators per supplier.

See Moon ERP on your own business

Illustration — Purchases — Moon ERP