Help centre · Step-by-step manual
Procurement
Choose the appropriate workspace and branch. Your plan, enabled modules and team permissions determine which actions are available.
43.2 Procurement: switching it on and the rules
- Settings → Procurement (a manager): switch it on. It needs Stock.
- Per branch (or every branch) two amounts: up to the first a request is approved as it is raised; above the second it needs two approvals by two different people; in between, one.
- Who approves (the owner only changes this): the first approvers and the second approvers by
name— or, with none named, anyone with the approve right and the managers for the first step, the owner and the managers for the second. - Monthly budgets per product category, soft (a warning) or firm (passing it needs two approvals); the
pricetolerance (1 % by default) and the quantity tolerance (0); the payment terms (the shop's, per supplier); after how many hours a waiting request alerts the owner (24) and after how many days an order is late (1). - Team → the person → Rights: “raise purchase requests”, “approve requests”, “match supplier invoices”. Managers and the owner have them all.
Plans: Business and Chain, and the trial; an add-on for Shop at 300 EGP a month. On the program on your PC: from 5.7.0, Gold has requests, approvals and the invoice match on one PC (43.15); quotes by link stay online. More: Procurement
On this screen
Online · Thank you — the shop sees that you declined. This order is now closed.
Check the lines, then confirm the order, change what you cannot supply as asked, or decline it.
Change only what differs, and pick a reason for each change.
This link does not work any more · You can answer again once the shop has handled this answer. · Quantity · Price each · Total · Change this line · Quantity you can send · Your price each · Reason · No change · Note (optional) · Order total · Change the delivery date · Delivery date you can do
Online · Supplier ageing
What the shop owes each supplier, spread over its invoices (the newest taken as unpaid), by days past the due date.
Supplier · Owed · Nothing is owed to suppliers. · Statement · Total
Online · Approvals
The purchase requests you may approve now, oldest first. A rejection needs a note.
Nothing is waiting for your approval. · No. · Asked by · Reason · Total · Step · Over budget · Note (needed to reject) · Approve · Reject · Invoices to check
Online · Invoices to check
Supplier invoices outside the tolerances, and the disputed ones, first. Open one to accept, dispute or return it.
No. · Supplier · Invoice no. · Order · Status · What · Total · Difference · Due · No supplier invoices here.
Online · Supplier invoice
Note (needed to accept, dispute or return)
Accept: someone with the approve right takes the invoice as it is and it is posted. Dispute: you asked the supplier; it stays here. Return: the invoice goes back; the delivery can be billed by a corrected one.
Invoices to check · Invoice no. · Due · from a photo · The invoice matches the order and the delivery note. · Name · Ordered · Accepted · Damaged · Billed qty · Order price · Invoice price · Net · Total
Online · Deliveries and invoices
Type what came per line. Damaged goods are refused at the door and never go into stock; the rest is received into stock.
The invoice is matched with the order and the delivery note. Within the tolerances it is posted; otherwise it waits in Invoices to check.
The photo's lines, number, date and VAT fill the invoice. Receive the goods here with the delivery note, not on the photo page.
Expected · Receive with a delivery note · Name · Outstanding · Delivered · Damaged · Unit cost · Expiry · Batch · Note · Delivery note no. · Save the delivery note · Delivery notes · Accepted
Online · Purchase request
Each line takes the supplier's latest price list (else the product's cost).
Each supplier gets its own link (WhatsApp or copy) and types its prices; you compare and pick one.
Back · Needed by · Reason · Name · Category · Qty · Est. cost each · Total · Supplier (optional) · Approved as it was raised (within the branch's limit). · Needs one approval. · Needs two approvals by two different people. · Decisions · Rejected
Online · Request for quotes
Back · Quotes wanted by · The supplier's link · Quotes side by side · Name · Qty · Total · Delivery · Suppliers asked · Supplier · Link · Quote · Withdrawn · Not sent yet
Online · Procurement
Purchase requests, approvals, quotes from suppliers, delivery notes and the supplier invoice's match with the order and the delivery.
Ask for the products the shop needs. A manager approves it; small requests may be approved at once, large ones need two approvals.
Procurement settings · Waiting for my approval · Invoices to check · Approved, not ordered yet · Orders late · Mine · No. · Date · Asked by · Reason · Status · Total · No purchase requests yet. · Over budget
Online · This link does not work any more
Type your price each for what you can supply and the quantity you can send. Leave a line empty if you cannot supply it.
Your quote reached the shop. Thank you. · Your price each · Quantity you can send · Delivery date · About your answer · Your name (optional) · Message to the shop (optional) · Send my quote · Your quote goes only to this shop.
Online · Procurement settings
Who may approve purchase requests and up to which amounts, the match's tolerances, the budgets and the payment terms.
Purchase requests, approvals, quotes, delivery notes and the invoice match in the menus of every branch.
A request up to the first amount is approved as it is raised (empty = never). Above the second amount it needs two approvals (empty = never).
A difference within these is accepted by itself.
Per category, what approved requests may add up to in a month. Soft: the request shows a warning. Firm: it needs two approvals.
An invoice is due its date plus these days; a supplier may have its own.
The owner alerts say when a request waits too long and when orders are late.
Procurement on · Procurement · Approval amounts · Branch · Approved at once up to · Two approvals above · Every branch · Who approves · First approval · no approve right · Second approval · Invoice match tolerances · A difference within these is accepted by itself. · Quantity tolerance %
Desktop · Procurement
New request · Supplier invoice · Open · All requests · All invoices · Purchase orders · Supplier ageing · Print · Procurement settings · Close · No. · Date · Asked by · Status
Desktop · Purchase request
Name · Qty · Est. cost each · Total · Supplier · Notes · Date · Who · What · (free text) · Needed by · Supplier suggested · Approved as it was sent (within the automatic amount) · Approve
Desktop · Supplier suggested
New request · Change and send again · Scan or search a product to add… · Name · Stock · Cost · Qty · Est. cost each · Total · Supplier · Needed by · Notes · Returned for changes · Send
Desktop · Which purchase order is the invoice for?
Orders with goods received and not billed yet are in bold.
Orders with goods received and not billed yet are in bold. · Order · Date · Supplier · Status · Received, not billed · Choose · Cancel · Nothing received yet · No purchase orders yet.
Desktop · Supplier invoice
Invoice no. · Invoice date · No VAT · VAT on top · VAT inside the prices · Total printed · Name · Ordered · Received · Billed qty · Order price · Invoice price · Total · Type the line
Desktop · Procurement · 2
Name · Ordered · Received · Billed qty · Order price · Invoice price · What does not match · Date · Who · What · Notes · Net · Total · Deliveries at their cost
Desktop · Return the goods
Why the goods go back (needed) · Name · Billed qty · Going back · What does not match · Type the line · Cancel
Desktop · Supplier ageing
What is owed to each supplier from its account, spread over its invoices (the newest taken as unpaid), by days past the due date (the invoice's date + the payment terms).
Supplier · Total · Print · Supplier account · Close · Nothing is owed to suppliers. · Owed to supplier
Desktop · Procurement settings
Amounts in the shop's currency; empty = not used. A request at or under the automatic amount is approved as it is sent.
Approved at once up to · Two approvals above · Price tolerance (%) · Quantity tolerance (%) · Payment terms (days) · An order is late after (days) · First approval · Second approval (none ticked = the managers) · Monthly budgets (firm: two approvals when passed) · Category · All categories (the month) · Each month · Firm · A supplier's payment terms (empty = the shop's)
