Purchasing and suppliers

The purchasing module mirrors the company’s procurement cycle, from the request for a supplier quote to the payment of the invoice. It also includes approval workflows to ensure that only authorised invoices are paid.

Purchasing documents

• Estimates (Purchases → Estimates): price requests sent to suppliers.
• Orders (Purchases → Orders): formal purchase orders.
• Delivery notes (Purchases → Delivery notes): goods receipt records.
• Purchase invoices (Purchases → Invoices): invoices received from suppliers.
• Payments (Purchases → Payments): invoice due dates.

Prerequisites

• At least one supplier must be registered.
• The products or services you purchase must be configured.
• (Optional) Set up purchase approvals to require authorisation before paying invoices.

Recommended document workflow

1. Create a purchase estimate and send it to the supplier.
2. Once confirmed, click Convert to order.
3. When the goods arrive, convert the order into a delivery note.
4. When you receive the supplier invoice, convert the delivery note into a purchase invoice or register it manually.
5. From the invoice, manage the payment when the due date arrives.

Create a purchase invoice

1. Go to Purchases → Invoices and click New invoice.
2. Select the supplier, the issue date, the supplier’s invoice number and, if applicable, the project and tags.
3. Add the product or service lines received.
4. Review the summary: net amount, VAT, equivalence surcharge and IRPF if applicable.
5. Click Save draft or Issue invoice to register it officially.

When a purchase invoice is issued, the system creates the corresponding journal entry and the scheduled payments.

Purchase approvals

If your company has approval control enabled:

• Purchase invoices may enter Pending approval status.
• An authorised user will review the amount, supplier and lines.
• Only approved invoices can be posted and scheduled for payment.

Document statuses

Status	Color	Meaning
Draft	Grey	Editable, not yet official
Issued / Sent	Green	Order sent or delivery note issued
Received	Green	Goods or invoice received and confirmed
Approved	Green	Invoice validated for payment
Paid	Blue	Invoice fully paid
Unpaid / Pending	Orange	Waiting for payment
Rejected / Cancelled	Red	Rejected or cancelled document

Supplier payments

From Purchases → Payments you can:

• See pending due dates grouped by supplier.
• Register a manual payment against a receipt.
• Mark receipts as paid.
• Generate a SEPA remittance to pay several invoices at once.

Tips

Tip

Activate the Accounting date field on purchase invoices if you need the entry to be posted in a fiscal year different from the issue date.

Caution

An issued purchase invoice cannot be deleted. If you cancel it, it will be marked as cancelled to preserve accounting traceability.