Purchase in Biznsbook: An Overview
Purchase runs the whole procure-to-pay cycle: purchase orders, goods receipt, supplier invoices, and accounts payable, all connected to each other and to your stock.
Order first, receive first, or invoice first
Biznsbook doesn't force a single sequence:
- Order first — raise a purchase order, then receive and invoice against it once approved.
- Receive first — post a GRN when goods show up unannounced, then create the invoice from it once the bill arrives.
- Invoice first — enter the supplier's bill directly and optionally auto-create the GRN on the same save.
All three end up as the same kind of posted purchase invoice — pick whichever matches how the paperwork actually arrives.
What you can do
- Raise and approve purchase orders, with optional multi-stage approval by amount
- Receive goods against an approved order
- Record purchase invoices, posted immediately on save — no separate post step
- Track ordered vs. received vs. invoiced quantities with a match score
- Record supplier advances and apply them to later bills
- Process purchase returns and pre-invoice returns to vendor
- Handle import/export bills with landed cost treatment
Before you start
| You'll need | Why |
|---|---|
| Purchase module enabled | Shows the Purchasing menu |
| Inventory module | Required for purchase orders, GRN, and RTV |
| Suppliers set up as parties | Every order and invoice needs one |
| Accounting (recommended) | AP journals, periods, supplier advances |
| Taxation (optional) | Input tax on lines |
Finding your way around
| Section | Menu item | Purpose |
|---|---|---|
| Orders | Purchase Orders | Commit to a supplier; track receipt and invoicing |
| Orders | Good Receive Note | Receive stock — see Receive stock: GRN and Fast Receive |
| Invoicing | Purchase Invoices | Local supplier bills |
| Invoicing | Supplier advances | Outstanding prepayments |
| Invoicing | Cancel purchase invoice | Cancel with reason |
| Returns | Purchase returns | Return goods against a posted invoice |
| Returns | Return to vendor | Pre-invoice returns — see Ship and return stock |
Import bills, their cancellation screen, and PO approval-workflow setup aren't in the main dropdown — ask your administrator for a direct link if your company uses import purchasing.
:::info What Purchase isn't It's not Sales or POS, and it's not an RFQ/vendor-bidding tool — a purchase order commits to a chosen supplier rather than running a competitive quote process. :::