Procurement & Invoicing

Overview

The Procurement & Invoicing module helps you manage the complete procurement process, from quotations to invoices, deliveries, and returns. The dashboard provides a snapshot of your procurement activity, pending tasks, and key performance indicators.

Dashboard Components

The dashboard typically includes the following information:

• Total Invoices Value — Sum of all invoices in the system.
• Current Period — Metrics for the selected timeframe.
• Active Quotations — Number of ongoing quotations.
• Pending Review — Quotations or orders awaiting approval.
• Purchase Orders — Number of purchase orders created.
• Total Orders — Overall number of purchase orders.
• Conversion Rate — Quote-to-order conversion percentage.
• Pending Deliveries — Orders awaiting shipment or fulfillment.
• Unpaid Invoices — Invoices requiring payment follow-up.

Navigation / Sections

The main sections in the module are:

• Quotes — Create, view, and manage supplier quotations.
• Orders — Track purchase orders from creation to fulfillment.
• Invoices — Manage invoice generation, payment tracking, and follow-ups.
• Deliveries — Monitor pending and completed deliveries.
• Credit Notes — Record credits issued by suppliers.
• Return Notes — Track product returns and adjustments.

Recent Activity

• Recent Purchase Orders — Quick view of the latest purchase orders.
• Recent Quotations — Quick view of the latest quotations.

Did You Know?

Understanding the complete procurement process flow helps you manage your business effectively.

Standard Procurement Process:

1. Quotation →
2. Purchase Order →
3. Delivery Note →
4. Invoice

Return & Cancellation Process:

1. Return Note →
2. Credit Note

Benefits:

• Clear document trail for audits
• Better inventory and financial control
• Professional communication with suppliers
• Compliance with accounting standards