Buying

The ERPNext Buying module covers procurement: requirement, request for quotation, purchase order, goods receipt and purchase invoice. Purchase orders can be created manually or derived from stock levels and production planning. Because purchasing, stock and accounting share the same data, delivery dates, open orders and payables are visible at a glance.

Requirements and material requests

Material requests come from reorder levels, production planning or employees. Purchasing turns them into requests for quotation, purchase orders or internal transfers. With a default supplier on the item, lines can be split automatically into purchase orders per supplier.

Requests, quotations and purchase orders

Requests for quotation go to several suppliers, whose quotations are compared side by side. Purchase orders take prices from buying price lists or the supplier quotation and can run through approval workflows. Blanket orders and payment terms with instalments are supported. Buying prices and discounts can be kept per supplier in separate price lists. Purchase orders are emailed to the supplier in your own print format, and besides the requested delivery date the date confirmed by the supplier can be recorded.

Goods receipt and invoice matching

The purchase receipt updates stock and can trigger a quality inspection. Partial and short deliveries remain visible as open quantities on the order, and damaged goods can be posted as rejected or returned to the supplier. Purchase invoices are matched against order and receipt. Landed costs such as freight or customs can be distributed to items afterwards.

Purchase invoices and payments

Purchase invoices can be entered manually, taken over from a document management system such as Paperless or imported as e-invoices. Due invoices can be paid in batches via SEPA credit transfer, taking early payment discounts into account. Individual processes can also be covered, for example self-billing, where you create the statement for the supplier yourself.

Taxes in purchasing

Tax templates and tax rules can apply the right VAT, GST or sales tax depending on supplier and country, including reverse charge and intra-EU acquisitions. Where required, tax withholding can be set up per supplier. Customs duties and freight on imports can be added to the item cost via landed cost vouchers, and purchases in foreign currencies are converted at the exchange rate. For Intrastat reporting in the EU, the customs tariff number and country of origin can be kept on the item.

Suppliers and reporting

Suppliers are managed with terms, contacts and scorecards. Reports show purchase volume, open orders and price trends.

How it connects to other modules

1. Stock: Receipts update stock; reorder levels trigger requirements.
2. Manufacturing: Production planning creates material requests and subcontracting orders.
3. Assets: Fixed assets are purchased and capitalised via Buying.
4. Accounting: Purchase invoices post to payables and expenses.

Frequently asked questions

How are landed costs such as freight or customs distributed? With a landed cost voucher. It spreads additional costs by quantity or value across the items of a receipt and adjusts the stock value.

Where does the price on a purchase order created from a material request come from? From the supplier's buying price list or, if available, the supplier quotation. Alternatively, the last purchase rate is suggested.

Are partial payments and payment schedules possible? Yes. Payment terms split an order or invoice into several instalments, e.g. advance and final payment.

How are returns and supplier credit notes recorded? As a return against the purchase receipt or a debit note against the purchase invoice. Stock and outstanding amounts are corrected accordingly.

How are fixed assets purchased? Asset items are ordered and received as usual. ERPNext creates the asset from the receipt; larger projects are capitalised via capital work in progress.

Can ERPNext reorder automatically? Yes. With reorder levels, material requests can be created automatically when stock runs low and turned into purchase orders.

Can purchase orders be split by supplier? Yes. If a default supplier is set on the item, separate purchase orders per supplier can be created automatically from a material request.

How are partial and short deliveries handled? The purchase receipt records the quantity actually delivered. The rest stays open on the order and can be delivered later or closed. Damaged goods can be posted as rejected or returned.

Can purchase invoices be captured digitally? Yes. Purchase invoices can be imported as e-invoices in ZUGFeRD or XRechnung format or taken over from a document management system such as Paperless.

Can suppliers be paid via SEPA? Yes. Due purchase invoices can be grouped into a payment run and passed to the bank as a SEPA credit transfer, taking early payment discounts into account.

How are taxes and duties on international purchases handled? Via tax rules: depending on supplier and country, the right tax template can be applied, e.g. for VAT, GST, reverse charge or intra-EU acquisitions. Customs duties and freight can be added to the item cost via landed cost vouchers.