WORK WITH SUPPLIER & PURCHASE in erpnext

WORK WITH SUPPLIER & PURCHASE

  1. How to ADD SUPPLIER

Home > Buying > “Documents” tab > Supplier

092114_2243_WORKWITHSUP3.jpg

Click “+” Sign or use “+New” button (Encircled in screen shot above)

New form having following field:

Compulsory fields are: Supplier Name and Supplier Type

  1. Basic Info
    1. Supplier name:     Enter company’s full name
    2. Supplier Type:         Select type of Company
  2. More Info
    1. Company        Select your company (In ERP more than one company can

      be setup therefore select proper company which it relates)

    2. Supplier Detail        Enter details other than provided
    3. Default Currency     Enter currency in which company transacts
    4. Price List        Select price list
    5. Taxes and charge    If chargeable to sales tax select master file of sales tax
    6. Credit Days        Enter number of days of credit days
    7. Website        Supplier’s website

After entering required fields click “Save” to enter address, telephone and email.

  1. In address and contacts section click “+New” to add following:
    1. Address:        Enter address
    2. Telephone:        Enter telephone
    3. Email:            Enter email address

After entering required fields click “Save”

  1. Other Option – Supplier Details

Home > Buying > “Documents” tab > Supplier > Click Supplier

  1. Reload: Reload page
  2. Creation/modified by: Show the person who create /modified this supplier
  3. Comment: Add Comments
  4. Attachment: Attach any document/picture in supplier profile
  5. Assignment: Assign task to user/employee against particular supplier
  6. Linked to: Showing any links with other details
  7. User permission manager: Access granter
  8. Print: Print Supplier Detail/Profile
  9. Email: Email to supplier
  10. Previous record
  11. Next Record

  1. Module: Go to Main Screen
  2. Form: Show in Form View
  3. List: Show in list view
  4. Report: Show in report view
  1. Other Option – Supplier

  1. Reload: Reload page
  2. New: Add new supplier
  3. Filter: Search supplier (using criteria option)
  4. Show tag: Shows all supplier’s employee/user tag
  5. Assigned to Me: Show assign
  6. Select All: Click to select all supplier
  7. Delete: delete supplier while selecting
  8. Import: Import list of supplier through Ms. Excel file attachment
  9. User permission manager: Work access
  10. Role permission manager: Permission granter
  11. Option to customize the form view
  12. Help: Show only page help

HELP NOTE:

Material Request:

Material request usually used in manufacturing process. However, in case of trader/retailer/wholesaler same can used to request for ready-made goods/items.

To generate a Material Request manually go to:

Home > Buying > Documents > Material Request

  1. Basic info
    1. Type:         Purchase – Transfer (See help below, related to “Transfer”)
    2. Series:        Auto-generated
  2. Items
    1. Item code:    Select item code
    2. Item name:    Auto-generated
      1. Quantity & Warehouse
        1. Quantity:     Enter required quantity
        2. Required Date:    Enter required date
        3. Warehouse:    Select ware house
      2. More Info
        • Item group:    Auto-generated
        • Brand:        Auto-generated
        • Lead time:    Auto-generated if requested through lead
        • Purchase Order No.    Auto-generated if requested through Purchase

          Order

        • Min order quantity:    Auto-generated (depend upon item setup)
        • Projected quantity:    Auto-generated (depend upon item setup)
        • Completed by:        Auto-generated (depend upon item setup)

Click Save & Submit

SUPPLIER QUOTATION:

Quotation received from various suppliers can deal with following:

HOW TO ENTER SUPPLIER QUOTATION

Home > Buying > Documents > Supplier Quotation

Click “+” Sign or use “+New” button

New form having following field:

If Quotation is converted from Material request then click “From Material Request”.

  1. Supplier:
    1. Series:         Default auto-generated serial number of quotation
    2. Supplier:    Select Supplier
    3. Date:        Enter date
  2. Currency and price list
    1. Currency:    Select currency
    2. Price List:    Select standard buying list
  3. Item
    1. Click “+ Add new row” to enter item
    2. Item Code:    Select item code from list
    3. Item Name:    Auto-generated
    4. Description:    Auto-generated or can be editable
    5. Quantity:    Enter quantity
    6. Discount%:    Enter % of discount
    7. Rate:        Auto-generated from standard selling item but can be editable
    8. Amount:    Auto-generated
    9. Warehouse and reference:
      1. Warehouse:    Select warehouse (See Help below)
      2. Project Name:    Select project (if related to project)
  4. Taxes & Charges
    1. Taxes & Charges:     Select tax and charges master
    2. Type:            Select type on which tax compute
    3. Account head:        Mention account head in which tax liability record
    4. Cost Center:        Select Cost Center
    5. Rate:            Tax %
    6. Amount:        Auto-generated
    7. Total:            Auto-generated
  5. Total
    1. Grand Total        Auto-generated
    2. Rounded total:        Auto-generated
    3. In Words:        Auto-generated
  6. You can also add terms and condition note, contact info and More info
  7. Click SAVE button at top of page

Note: Access to prepare and access to submit depend upon role and responsibilities fixed by the Administrator of ERP. Once document submitted it cannot be deleted without higher authority approval.

Help:

Recommend: All items received shall place in stores. Moving of items from one branch to another branch or main store to branches shall be dealt through Material Request Form by selection “Transfer”

PURCHASE ORDER

Same process used in preparing and submitting “Purchase Order”

HOW TO PREPARE PURCAHSE INVOICE:

If purchase invoice is linked with purchase order then click “From Purchase Order” and save and submit the form to record purchase transaction. If purchase invoice is not linked then use following steps to enter purchase invoice:

Home > Accounts > “Documents” tab > Purchase Invoice

Click “+” Sign or use “+New” button

New form having following field:

  1. Supplier
    1. Series:         Default auto-generated serial number of purchase invoice
    2. Supplier:    Select name of supplier
    3. Date:        Enter supplier invoice date
    4. Supplier invoice no.:    Enter supplier invoice number as printed on purchase invoice
    5. Supplier invoice date:    Enter supplier invoice date as printed on purchase invoice
  2. Currency and price list
    1. Currency:    Select currency
    2. Price List:    Select standard buying list
  3. Item
    1. Click “+ Add new row” to enter item
    2. Item :        Select item from list
    3. Item Name:    Auto-generated
    4. Description:    Auto-generated or can be editable
    5. Quantity:    Enter quantity
    6. Price list rate:    Enter rate as mentioned in invoice
    7. Discount%:    Enter % of discount
    8. Rate:        Net Rate – Auto-generated
    9. Amount:    Auto-generated
    10. UOM:        Measurement type: (Unit/Box/Kg/Hour etc.)
    11. Accounting:
      1. Expense Account:    Select “Cost of Goods Sold”
      2. Project Name:        Select project (if applicable)
      3. Cost Center:        Select cost center (Main, QC, Sentry, Robinson) (see

        help note below)

    12. References:     Auto-generated if selected from Purchase order or purchase receipt
  4. Taxes & Charges
    1. Taxes & Charges:     Select tax and charges master
    2. Type:            Select type on which tax compute
    3. Account head:        Mention account head in which tax liability record
    4. Cost Center:        Select Cost Center
    5. Rate:            Tax %
    6. Amount:        Auto-generated
    7. Total:            Auto-generated
  5. Total:        Auto-generated
  6. Advances:
    1. If company has already given advance against purchase then click “Get Advance Paid”. Remaining field will be auto-filed. Otherwise leave it.
  7. Terms & Condition: Enter terms and conditions (if applicable)
  8. More info: Enter more info (if applicable)
  9. Click SAVE button at top of page
  10. Click SUBMIT button at top of page to record the transaction.

Help Note:

If all items first received in stores then cost center should be stores.

After submitting purchase invoice, items will be added to stores.

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