Request and source
Record the need as a Purchase Request, send a Request for Quotation, then compare Supplier Quotations.
Purchase moduleOptional step
- Purchase Request
- RFQ
- Supplier Quotation
ERPX Purchase
Procure-to-pay software with the three-way match built in
Built for manufacturers, traders, distributors and exporters, ERPX Purchase takes a need from Purchase Request to an approved Purchase Order, then hands receipt to Inventory and the bill to Financials.
Direct answer
What is ERPX Purchase?
ERPX Purchase is procure-to-pay software that qualifies and scores suppliers, then takes a need from Purchase Request through Request for Quotation and Supplier Quotation to an approved Purchase Order. Purchase creates the commitment; Inventory records the stock movement on the Goods Received Note; Financials records the money on the Purchase Invoice.
Commit
Purchase: request, quotation and order
Receive
Inventory: Goods Received Note and stock
Pay
Financials: Purchase Invoice and payable
Connected procurement
The procure-to-pay chain, with ownership made clear
Purchase creates commitments. Inventory records stock movement. Financials records the money. Approving a Purchase Order moves no stock and posts no accounting entry.
Purchase document chain
Each document proves the one before it
Requests and quotations make the order defensible. The order anchors the receipt, and the receipt anchors the bill.
- Commit to a supplierPull the rows in with Get Items.
Purchase Order
Commit to supplier, items, quantity, price and date. Approval moves no stock and posts no entry.
Purchase moduleRequired step- Commitment
- Received qty
- Billed qty
Receive the goodsOnly against an approved order.Goods Received Note
Receive stock items against the order. Approval moves stock in and sets the cost.
Inventory moduleConditional step- Accepted
- Rejected
- Valuation
Book the billRaised from the GRN for stock items.Purchase Invoice
Record what you owe. Posting creates the payable and updates Billed Quantity on the order.
Financials moduleRequired step- Payable
- Taxes
- Payment
Reporting from the same trail
Read spend and open commitments from the same trail
Received and billed quantities on each order line feed the purchase reports, so status and reports agree.Spend and sourcing
Purchase by Supplier, Purchase by Item and Supplier Quotation Comparison.
Open commitments
Pending Purchase Order and Purchase Order Analysis.
Traceability
Procurement Tracker and the Transaction Chain.
Inside ERPX Purchase
From supplier record to supplier invoice
Seven working areas carry a purchase from supplier approval to payable. Each keeps the source, quantities and status the next team needs.
Suppliers
Keep every supplier’s identity, tax numbers and payables in one record
One supplier record feeds every quotation, order, GRN, invoice and payment, and suppliers share the same party record as customers.
- National tax and sales tax registration numbers are stored on the supplier record.
- Currency, payable account and Supplier Group sit on the same record.
- Multiple addresses and contacts per supplier.
One record per supplier, reused on every documentTax registration numbers and addresses sit on the supplier and flow into quotations, orders and invoices.
Supplier Qualification and Scorecards
Approve suppliers item by item, then score how they deliver
Qualify each supplier against registration, tax, bank, audit and certification checks, approve them per item, and grade their delivery performance with weighted scorecards.
- Items are Pending, Approved, Rejected or Suspended per supplier.
- RFQs can be limited to a supplier’s approved items.
- Scorecards measure Quality, On-Time Delivery and On-Time Quantity.
Qualification per item, performance by weighted criteriaItems are approved one by one; scorecard criteria carry the weights used to grade suppliers.
Purchase Request
Capture the purchase requisition before anyone commits to a supplier
A Purchase Request records what is needed, how much and by when. It carries no supplier, no price and no stock movement.
- Raised manually, by reorder rules or from a Work Order.
- Optional: go straight to a Purchase Order when the supplier is known.
- Procurement Tracker follows each request to fulfilment.
The need, recorded before any supplier is chosenPurpose, quantity, required-by date and destination warehouse, with no price or supplier.
Request for Quotation and Supplier Quotation
Send one RFQ and compare every quotation on coverage, price and terms
Email an RFQ to selected suppliers, record their replies as Supplier Quotations, and let the comparison highlight the best offer.
- Raise RFQs from Purchase Requests or a Sales Quotation.
- Weight the comparison toward coverage, rate or a balance.
- Create the Purchase Order from the winning quotation.
One RFQ out, every reply comparedEach Supplier Quotation links back to the RFQ so offers can be compared line by line.
Purchase Order
Commit to the supplier without moving stock or posting an entry
The Purchase Order is the only mandatory purchase document. Approval records the commitment; stock and payables follow on the GRN and Purchase Invoice.
- Pull rows from a request, quotation or Sales Order.
- Status is derived from received and billed quantities.
- Supports subcontracting and advance payments.
The commitment every later document traces back toReceived and billed quantities on each line drive the order status.
Goods Received Note · Inventory
Receive only what was ordered, against an approved Purchase Order
A GRN is always pulled from an approved Purchase Order, so nothing is received that was not ordered. Approval moves stock in and sets its cost.
- Partial receipts keep the order open.
- Rejected quantity is recorded separately from accepted stock.
- Freight and duty land later through a Landed Cost Voucher.
Receipts that always trace to an orderEach GRN keeps its source Purchase Order, warehouse and billing status.
Purchase Invoice · Financials
Book the supplier bill against what arrived, not only what was ordered
Stock items are invoiced from the GRN and services from the Purchase Order, completing the three-way match before the payable is posted.
- Goods: Purchase Order → GRN → Purchase Invoice.
- Services: Purchase Order → Purchase Invoice.
- Advance payments settle against the invoice.
The payable, matched to what was receivedGrand total and outstanding amount stay visible until the invoice is paid.
Connected module handoffs
Receipt and billing stay connected without pretending they live in Purchase
ERPX Purchase owns the commitments. The Goods Received Note, Landed Cost Voucher and Purchase Invoice continue in the modules that own their controls.
Inventory owns the receipt
Goods Received Note and Landed Cost Voucher
Receive open Purchase Order quantities with a GRN, then push freight, duty and clearing into item cost with a Landed Cost Voucher.
Explore ERPX InventoryFinancials owns the money
Purchase Invoice, payable and payment
Book the supplier bill from the GRN, or from the order for services, then settle it with a payment and review ageing.
Explore ERPX FinancialsManufacturing creates demand
Work Order requests and subcontracting
Raise Purchase Requests from Work Order material needs, and use subcontracted Purchase Orders to buy back processed output.
Explore ERPX SubcontractingSales drives buy-to-order
Sales Order to Purchase Order
Pull Purchase Order rows from a Sales Order when you are buying to fulfil a specific customer order.
Explore ERPX SalesPurchase reports
A purchase reporting register from spend to open commitments
Purchase reports read approved documents. Receipt and billing reports in Inventory and Financials close the loop on every order.
Spend and sourcing
Who you buy from, what you buy most and how offers compare.
Purchase by Supplier
Purchase value grouped by supplier.
Purchase by Item
Purchase value grouped by item.
Supplier Quotation Comparison
Each RFQ item alongside every non-draft Supplier Quotation raised against it.
Purchase Dashboard
Annual Purchases, Orders To Receive, Orders To Bill and Active Suppliers, with purchase order trends and item-wise purchases.
Open commitments
What is ordered but not yet received or billed.
Pending Purchase Order
Orders with quantity still to receive.
Purchase Order Analysis
Order values and billing progress by fiscal year, including orders received but never invoiced.
Procurement Tracker
Follows each Purchase Request through to how far the resulting order has been fulfilled.
Receipt, billing and traceability
Reports in Inventory and Financials that close the purchase loop.
Pending GRN and Un-Invoiced GRN
Goods received but not yet fully invoiced.
Delivery Schedule Report
Whether each supplier delivered on the dates they committed to.
Transaction Chain
PO → GRN → invoice → payment, end to end.
Use the report guide to see which report answers each procurement question, from supplier spend to where a request went.
Open Purchase Reports documentationConnected capabilities
The controls around every purchase
Replenishment, buy-to-order and subcontracting work inside the same documents your buyers already use.
Reorder-driven requests
Raise Purchase Requests automatically when stock breaches its reorder level.
Buy to order
Pull Purchase Order rows from a Sales Order when buying for a customer.
Subcontracting orders
Mark a Purchase Order as subcontracted to send material and buy back the output.
Advance payments
Flag an advance on the order and settle it against the eventual invoice.
Multi-currency suppliers
Quote and order in the supplier’s currency with an exchange rate per document.
Purchase Teams
Organize Purchase Managers and Purchase Officers into a team hierarchy.
Supplier Groups
Classify suppliers in a hierarchy with default payment terms and price list.
RFQ email
Send RFQs to supplier contacts with attachments, and keep a log of every send.
Work queue
Purchase → Overview groups requests, quotations and orders into To Assign, To Do and To Approve.
Nothing received that was not ordered, and nothing paid that was not received.
Read the Purchase documentationBuyer questions
Purchase questions from ERP buyers
Direct answers about purchase requisitions, supplier quotations, purchase orders, goods receipt and three-way matching.
What is procure-to-pay software?
Procure-to-pay software manages buying from the first internal request to the supplier payment. In ERPX the chain is Purchase Request, Request for Quotation, Supplier Quotation, Purchase Order, Goods Received Note and Purchase Invoice. Purchase owns the commitments, Inventory owns the receipt and Financials owns the payable, all in one ERP.
Is a purchase requisition required before a Purchase Order?
No. In ERPX the Purchase Request, which is ERPX’s purchase requisition, is optional, and so is the Supplier Quotation. Only the Purchase Order is mandatory. Requests and quotations exist to make the order defensible: what was needed, who quoted what and why a supplier was chosen.
What is a Request for Quotation in ERPX?
A Request for Quotation (RFQ) in ERPX asks selected suppliers to price a need pulled from Purchase Requests or a Sales Quotation, and can be emailed to them from ERPX. Their replies become Supplier Quotations, which the RFQ comparison scores on quantity coverage, price and terms before you raise the Purchase Order.
How does ERPX qualify and score suppliers?
Supplier Qualification records registration, tax, bank, audit, certification and reference checks, then approves, rejects or suspends the supplier item by item. Supplier Scorecards score delivery performance against weighted criteria such as Quality and On-Time Delivery, taken from Goods Received Notes and delivery schedules, and assign a grade.
What is three-way matching in ERPX?
Three-way matching compares the Purchase Order, the Goods Received Note and the Purchase Invoice before you pay. In ERPX it is structural: a GRN can only be created from an approved Purchase Order, and a stock-item Purchase Invoice is raised from the GRN. Nothing is received unordered or paid unreceived.
Can I create a Goods Received Note without a Purchase Order?
No. Every GRN row must be pulled from an approved Purchase Order with Get Items. Free-typed rows are rejected because the parent order is required. Receipts that do not come from a supplier order use a Stock Entry in Inventory instead.
Why does a partly delivered Purchase Order still show To Receive And Bill?
Purchase Order status in ERPX is derived from received and billed quantities, and there is no partially-received status. A partial receipt leaves the order at To Receive And Bill. For actual progress, read Received Quantity and Billed Quantity on the order lines or run the Pending Purchase Order report.
Where do freight and import duty go?
Freight, duty and clearing charges that belong in item cost go on a Landed Cost Voucher in Inventory, applied to an approved GRN. Charges are distributed by amount, quantity or manually, and the item’s valuation is recalculated. They are not added as Purchase Invoice lines.
How is ERPX Purchase different from a standalone procurement or AP tool?
Standalone procurement and accounts payable tools usually import orders and receipts from another system before they can match an invoice. In ERPX, the Purchase Order, the Goods Received Note in Inventory and the Purchase Invoice in Financials are linked records in one ERP, so matching, stock valuation and the payable all use the same data without a sync.
Can I buy from suppliers in a foreign currency?
Yes. Supplier Quotations, Purchase Orders and Purchase Invoices carry the supplier’s currency and an exchange rate per document, for example USD for an imported raw material. The ledger keeps the value in your company currency, and freight and duty can be added to item cost with a Landed Cost Voucher.
Can supplier records hold tax registration numbers?
Yes. The supplier record has fields for the national tax number and the sales tax registration number, alongside currency, payable account and addresses. These print on purchase documents. ERPX stores the numbers you enter; it does not verify them with a tax authority.
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