What it is
The module for managing purchase orders to suppliers: what material you order, from whom, at what price and when it arrives. It covers the full cycle order → sent to supplier → goods received (in full or in part) → purchase invoice, with automatic stock in on receipt.
You reach it from the Purchasing → Orders menu (route /pedido-compra). It requires the Full plan.
What it is for
- Record orders to suppliers with lines for catalogue items (using their supplier price list) or free text lines.
- Send the order to the supplier by email with the PDF attached.
- Receive the goods when they arrive, in full or in part: the quantities received add to stock automatically and can update the item cost and the supplier price list with the price actually paid.
- Invoice the order: it creates the purchase invoice (draft) with the order lines, ready to review in
/ggpCompra. - See the incoming stock (ordered and not yet received) on the inventory screen.
The full flow: order → receipt → invoice
- Create the order (Draft): press New, choose the supplier and add lines. When you choose a catalogue item, the price, the supplier reference and the expected date are filled in from its supplier price list.
- Send to supplier: this produces the PDF and emails it to the supplier. The order moves to Sent and the date sent is saved.
- Receive: when the goods arrive, the Receive action opens the receipt window. You enter how much of each line arrived and the actual price. The quantities received come into stock; if the whole order arrives it moves to Received, and if part is missing it stays Partially received (you can receive in several goes).
- Invoice: this creates the purchase invoice as a draft with the order lines and marks the order as Invoiced. You can also link the order from a purchase invoice you have already created (see Purchase Invoices).
Order statuses
| Status (badge) | What it means |
|---|---|
| Draft | Just created, not yet sent to the supplier. It is the only status in which the order can be deleted. |
| Sent | Emailed to the supplier (with the PDF). |
| Partially received | Part of the goods has arrived; the rest is still outstanding. |
| Received | All the goods have arrived and have been added to stock. |
| Invoiced | The order has produced (or has been linked to) a purchase invoice. The form becomes read-only. |
| Cancelled | Order cancelled. |
How the screen is laid out
List (/pedido-compra)
A table with one row per order. Columns: Document no., Date, Supplier, Reference, Expected date, Total, Receipt (a progress bar with the quantity received against the quantity ordered) and Status (badge). There is no actions column: when you select one or more rows (tick box on the left), the action buttons appear at the top, in the table header — exactly as on the sales screens. With a single row selected you get every action (Edit, Print, Send to supplier, Receive, Confirm delivery, Invoice, Cancel); with several rows you only keep the ones that accept several orders (Invoice and Cancel). Double-clicking a row also opens the order form.
Order form (window)
Three blocks: Order details (supplier, contact, reference, expected date), Lines (one card per line) and Totals (subtotal, taxes by rate and total). The status badge is shown in the header. With the order Invoiced (or with the module locked by your plan) the form is read-only.
On each line you can choose a catalogue item (a substrate and its size/colour/size/variant): the system fills in the price, the supplier reference, the unit and the expected date from the supplier price list (it uses the one marked as preferred; if there is none, the first active one for that supplier). You can also leave the line free (with no item), typing the description by hand.
Next to Add line is the Automatic replenishment button: with a supplier chosen, it adds in one go the lines for every item from that supplier that is below its minimum stock, with the missing quantity (the shortfall) already worked out. See the next section.
Automatic replenishment
The Automatic replenishment button on the form fills the order with what needs replenishing from the chosen supplier:
- It looks for catalogue items with a minimum stock set whose supplier is the one on the order. Each item's supplier is decided by this chain: the item's preferred price list → the item's only price list → the Supplier on the substrate record.
- It works out the shortfall for each one: minimum stock − available, where available is the current balance plus incoming (ordered from suppliers and not yet received), consolidated in the item's natural unit (sizes with a width and a height convert between m² and units exactly as the inventory does).
- It shows a confirmation with the number of lines to be added and, once you accept, creates one line per item with quantity = shortfall, the price from the supplier price list (or the item cost if there is no price list), the supplier reference and the supplier's default tax.
Items that are already on the order as a line are not duplicated. If there is nothing to replenish from that supplier, you are told and nothing is added. The button is disabled with no supplier chosen and does not appear when the order is read-only.
Receipt window
It opens with Receive. Line by line it shows what was ordered, what has been received so far and what is outstanding, with a field for the quantity to receive (the outstanding amount by default) and the actual price paid. Each line with an item has two tick boxes: update the item cost and update the supplier price list with that actual price (they are ticked only if the price differs from the order). If the order is still a Draft, the window warns you before you confirm.
Buttons and actions — what each one is for
Wording exactly as it appears on screen.
List
The actions appear in the table header when you select rows with the tick box on the left.
| Button / Action (wording on screen) | What it is for |
|---|---|
| New order | Creates a blank purchase order (Draft status). |
| Upload document | Uploads one or more supplier documents (a quote, an offer, a proforma or an old order, as a PDF or a photo) and the AI creates a Draft purchase order with its lines for each one. It identifies the supplier by VAT number and links each line to the catalogue item when the supplier reference matches a price list or the item reference. When it finishes, the order it created is opened for you to review. |
| Edit (with 1 order selected) | Opens the order form. Double-clicking the row does the same. |
| Print (with 1 order selected) | Produces the order PDF and opens it in a tab. |
| Send to supplier (with 1 order selected) | Produces the PDF and emails it to the supplier. The order moves to Sent. It asks for confirmation. |
| Receive (with 1 order selected) | Opens the receipt window so you can record the goods that have arrived. Available in Draft, Sent and Partially received. |
| Confirm delivery (with 1 order selected) | Full receipt in one click: it receives everything outstanding on each line at the order's expected price, without updating costs or price lists. It adds to stock, accumulates what has been received and moves the order to Received. Available in Sent and Partially received. It asks for confirmation, quoting the number of lines and units. |
| Invoice (with 1 or more orders selected) | Creates the purchase invoice as a draft with the order lines and marks the order as Invoiced. Lines with a catalogue item keep their link to the item on the invoice (link icon, exact match in the costs window). With several orders from the same supplier selected, it creates a single invoice covering them all. It asks for confirmation; if any of the selected orders cannot be invoiced, you are told which ones were left out. |
| Cancel (with 1 or more orders selected) | Marks the order as Cancelled. It asks for confirmation (once only, even with several selected); orders already invoiced or with receipts recorded are skipped with a warning. |
| ? (help icon, next to the screen title) | Opens the Visual inventory guide in a new tab: it explains the inventory → consumption → purchasing cycle, what each section is for and the 7 steps to get it running. It is on all three screens of the purchasing module (Purchase stock, Purchase Orders and Purchase Invoices). |
Order form
| Button / Action (wording on screen) | What it is for |
|---|---|
| Add line | Adds a new line to the order. |
| Automatic replenishment | Adds in one go the lines for every item from the order's supplier that is below its minimum stock, with quantity = what is missing up to the minimum (counting balance and incoming), the price from its price list and the supplier reference. It asks for confirmation, quoting the number of lines; it does not duplicate items already on the order. A supplier must be chosen. |
| Delete | Deletes the order. Only visible in Draft status (orders already sent or received are not deleted, they are cancelled). |
| Produces the order PDF and opens it in a tab. | |
| Send to supplier | Saves the order and emails it to the supplier with the PDF attached. It moves to Sent. |
| Confirm delivery | The same as the action on the list: it receives everything outstanding on the order at the expected price, without updating costs or price lists. Visible with the order in Sent or Partially received. |
| Invoice | Creates the purchase invoice as a draft from this order. |
| Cancel | Closes the form without saving. |
| Save | Saves the order and its lines. The document number is assigned automatically when it is created. |
Receipt window
| Button / Action (wording on screen) | What it is for |
|---|---|
| Quantity to receive (per line) | How much of that line has arrived in this delivery. The outstanding amount by default. |
| Actual price (per line) | The unit price actually paid. The order price by default. |
| Update cost (tick box per line) | If ticked, the cost of the catalogue item is updated with the actual price. Ticked by default only if the price differs from the order. |
| Update price list (tick box per line) | If ticked, the supplier price list for that item is updated with the actual price and the date. Ticked by default only if the price differs. |
| Confirm receipt | Records the delivery: it adds the quantities to stock, accumulates what has been received on each line and recalculates the order status (Received / Partially received). |
| Cancel | Closes without recording anything. |
Key concepts
- Purchase order: the document you send to a supplier asking for material. It is not the invoice: the purchase invoice is recorded when the supplier bills you (it can be produced from the order with Invoice).
- Receipt: the record of the goods arriving from an order. Each receipt adds the quantities to stock and accumulates what has been received on each line. It can be done in several goes (partial receipt).
- Partial receipt: only part of what was ordered arrives. The order stays Partially received and you can use Receive again when the rest arrives.
- Supplier price list: the price, reference, minimum quantity and delivery lead time a supplier offers for a specific catalogue item (a size, colour, size or variant of a substrate). It is managed with the Suppliers button inside the item, in Print substrates. The order uses it to fill in price and reference, and the receipt can update it with the actual price.
- Preferred supplier: on an item's price lists, the supplier marked with the star. It is the one proposed by default when you order that item.
- Incoming stock: the quantity ordered and not yet received (orders that are Sent or Partially received). It is shown in the Incoming column of Purchase stock.
- Free text line: an order line with no catalogue item (a description typed by hand). Receiving it does not move stock or price lists, it only accumulates what has been received.
- Expected date: the estimated arrival date of the goods. When you choose an item with a price list, today plus the supplier's delivery lead time is proposed.
- Actual price: the unit price genuinely paid, entered on receipt. It can differ from the order price and is used to update the cost and the price list.
- Automatic replenishment: the action on the order form that adds, in one block, the items from that supplier that are below their minimum stock, with quantity = shortfall (minimum stock − balance − incoming, in the item's natural unit).
- Shortfall: what is missing to reach an item's minimum stock, after deducting what is already in the warehouse and what has been ordered and is on its way. It is the quantity proposed by automatic replenishment (and by Generate order in Purchase stock).
What you get with each plan / role
- Purchasing and Inventory module: included in the Full plan and available separately with any other plan. Without it, the screen shows the module card with the Full badge and the Subscribe to Purchasing and Inventory button (which takes you to
/subscription?planes=MOD&extra=comprasInventario); the Purchasing → Orders menu is visible to everyone.
Frequently asked questions
Q: How do I order material from a supplier?
A: In Purchasing → Orders press New, choose the supplier and add lines with Add line (a catalogue item or a free description). Save leaves it as a Draft; Send emails it to the supplier with the PDF. You can also produce it automatically from the inventory with Generate order (see Purchase stock).
Q: How do I fill the order with everything that needs replenishing from a supplier?
A: On the order form, with the supplier chosen, press Automatic replenishment (next to Add line). It adds one line for each item from that supplier that is below its minimum stock, with the quantity missing up to the minimum (deducting what is already on its way), its price list price and its reference. Confirm the number of lines and review before saving or sending. Items already on the order are not duplicated.
Q: I press Automatic replenishment and it says there is nothing to replenish.
A: That means no item whose supplier is the one on the order is below its minimum stock (counting material on its way). Check that the items have a Minimum stock set and that their supplier matches: it is decided by the item's preferred price list, the only price list it has or, failing that, the Supplier field on the substrate record.
Q: I have the supplier's quote as a PDF. Can I create the order without typing it in?
A: Yes. In Purchasing → Orders press Upload document and upload the PDF or a photo of the quote, offer, proforma or old order. Press Process with AI: a Draft order is created with the supplier (if their VAT number matches one of yours), the reference and the lines from the document. Lines whose supplier reference matches a price list or the reference of a catalogue item arrive already linked to the item. When it finishes, the order is opened for you to review and complete.
Q: The whole order arrived exactly as ordered. Do I have to fill in the receipt window?
A: No. Use Confirm delivery (on the list with the order selected, or the button on the form): it receives everything outstanding in one go at the order's expected price, adds to stock and moves the order to Received. It does not touch costs or price lists because the price did not change. If it arrived at a different price or only in part, use Receive.
Q: The goods have arrived. How do I record them?
A: On the list, select the order row (tick box on the left) and press Receive in the table header. Enter the quantity that arrived on each line and the actual price, then press Confirm receipt: the quantities are added to stock and the order moves to Received (or Partially received if part is missing).
Q: Only part of the order arrived. What do I do?
A: Record what arrived with Receive. The order stays Partially received and you will be able to use Receive again when the rest arrives — the window always shows what is outstanding on each line.
Q: How do I turn the order into a purchase invoice?
A: With the Invoice action (selecting the order — or several from the same supplier — on the list, or from the button on the form). A draft purchase invoice is created in /ggpCompra with the order lines — those with a catalogue item reach the invoice linked to that item (link icon) — ready to review and record. You can also do it the other way round: when you create a purchase invoice for that supplier, the screen offers you Link for their outstanding orders.
Q: Where do the price and the reference come from when I choose an item?
A: From the item's supplier price list for the order's supplier (the one marked as preferred, or the only active one). Price lists are managed with the Suppliers button inside each size/colour/size/variant of the substrate.
Q: The supplier charged me a different price from the one on the order. Does anything get updated?
A: Yes. In the receipt window enter the actual price: if it differs from the order, the tick boxes to update the cost and the price list are ticked, and on confirming, the item cost and that supplier's price list are updated.
Q: Can I delete an order that has been sent?
A: No. Delete is only available in Draft status, so that the audit trail is preserved. Orders that have been sent or received are Cancelled.
Q: Where can I see what I have ordered that has not arrived yet?
A: In Purchasing → Purchase stock, the Incoming column: it adds up what is still to be received from the Sent and Partially received orders for each item.
Q: I cannot see the Orders module, or the buttons do nothing.
A: It is included in the Full plan and, with any other plan, it is taken out as a separate module without changing plan: the screen shows the module card with the Subscribe to Purchasing and Inventory button, which takes you to /subscription?planes=MOD&extra=comprasInventario.