Purchasing & Suppliers
From purchase order to supplier bill
The full buying chain — ordering, approval, receiving, billing, and paying — and what each step checks.
1 min read
Buying runs as a chain in MerxumOS, and each step checks the one before it. That is what stops you paying for goods that never arrived.
- Raise a purchase order to the supplier with the items, quantities and agreed prices.
- If your business uses approvals, an order above the threshold you set has to be approved before it can be sent — and the approval is recorded against a name.
- Send it to the supplier.
- Record a goods receipt when the delivery arrives. Stock goes up by what actually turned up.
- Enter the supplier's invoice as a bill. MerxumOS three-way matches it against what was ordered and what was received.
- Record payments against the bill, so what is still owed is always current.
Note — A short delivery leaves the order partly received and visibly outstanding, rather than silently closing it. You can receive the rest later against the same order.
What you get out of it
- An aging view of what is owed to suppliers and how overdue it is.
- Purchase price variance — what you are actually paying against your agreed price list.
- Supplier performance: who delivers on time and who does not.
Tip — On larger plans you can also send goods back and raise a debit note that offsets the supplier's next bill, keep per-supplier price lists with lead times and minimum order quantities, and run a formal request-for-quote round where suppliers bid.
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