Purchasing
Procure from your suppliers here – from draft through approval to goods receipt. Line items, totals and delivery dates are tracked along the way.
Live preview — real view with sample data
M27 · Purchasing
| Order no. | Supplier | Expected | Total |
|---|---|---|---|
| DZ-5510 | Item 1 | 08/06/2026 | Item 4 |
| DZ-1042 | Entry 2 | 19/06/2026 | Entry 5 |
| DZ-2087 | Record 3 | 30/06/2026 | Record 6 |
| DZ-3391 | Item 4 | 11/07/2026 | Item 7 |
| DZ-4408 | Entry 5 | 22/07/2026 | Entry 8 |
Not a screenshot: the same interface you get in production.
The procurement flow
An order runs through fixed steps: use “Create order” to pick a supplier and set the expected delivery date. In the detail view you add line items – purchase price, tax rate and unit are suggested from the article, and the total (net/tax/gross) is calculated for you. “Submit for approval” sends the draft into approval; once approved you release it with “Place order”. When goods arrive you book the receipt – fully or per line item. The statuses “Partial” and “Received” are derived automatically from the booked quantities.
Approval (four-eyes principle)
Whoever creates orders does not approve them: approval is a separate capability. In settings you define a threshold – small orders up to that amount count as approved on submission, larger ones need explicit approval. The “Awaiting approval” tab lists everything pending. Approving or rejecting with a reason is logged (who, when).
Goods receipt & reconciliation
Every goods receipt is an immutable booking against a line item – partial deliveries accumulate into “ordered / received / open” per line. Book “Mark fully received” for the whole order or “Book goods receipt” for a single line with quantity, condition (ok / damaged / short) and lot/batch. Booked receipts appear in the “Goods receipts” section; the order status follows the quantities automatically.
Legal requirements
Purchase orders are purchasing records and commercial letters and are subject to statutory retention under HGB §257 / AO §147: received and sent commercial letters usually six years, accounting vouchers ten years, counted from the end of the year they arose. Enter the end of the period under “Retain until” – only then can the record be deleted; before that, cancellation replaces deletion (GoBD). Erroneous or withdrawn orders are set to “Cancelled”, and a new one is created if needed. Who created, changed, approved and received is logged; goods receipts are immutable. On receipt, the duty to inspect and give notice of defects under HGB §377 applies – record a damaged or short delivery via condition and lot. When ordering food, also observe the labelling duties of the LMIV (EU 1169/2011) and traceability under the EU General Food Law (EC 178/2002); the lot/batch is captured on the goods receipt.
What's inside
- Purchase orders
- Delivery dates
- Purchase order
- Overview
- Create order
- Submit for approval
- Approve
- Reject
- Place order
- Mark fully received
- Book goods receipt
Fits together with
Other blocks from the same area.
Stock
Here you track booked stock per article, location and batch: available quantity (on hand minus reserved), bin, stock value and the threshold at which you must reorder. Every change of quantity is a booking.
M35Stocktake
Stocktakes are your physical counts per location: at the cut-off date you freeze the book quantity from inventory, count each position (ideally by scan), give a reason for every discrepancy and, on close, post the difference as an adjustment into the stock ledger. This keeps the book stock in line with reality — traceable and audit-proof.
M36Goods receipt
Receive deliveries from suppliers here: linked to a supplier and purchase order, with the positions actually received, their condition and their put-away target. Completing the receipt books the stock.