Assets
Procurement
Buy things in a controlled way: requisition, approval, purchase order and goods receipt.
Who can use it
Staff with the requisition, purchase order and goods receipt permissions. Approvers are set in the requisition's approval chain.
Where: Assets & Inventory → Procurement.
The Procurement page.
The screen
The top shows counts: Awaiting approval, Open POs, Received (30d), Pending receipt. Three tabs:
| Tab | What it holds |
|---|---|
| Requisitions | Requests to buy |
| Purchase orders | Orders sent to vendors |
| Goods receipts | Records of what arrived |
Step-by-step: from request to stock
1. Raise a requisition
- Click New requisition on the Requisitions tab (Create new purchase requisition).
- Add items with quantity and Est. unit cost, plus a Justification ("Why is this needed?"). The Estimated total is calculated and the Approval chain is shown.
- Save, then open it and click Submit and confirm.
2. Approve
- The approver opens the requisition and chooses Approve or Reject, enters their Step No and a Comment.
- The requester can Cancel a requisition before it is approved.
3. Create a purchase order
- Once fully approved, convert the requisition, or click New Purchase Order and choose the Vendor and, optionally, the Requisition.
- Set Ordered At, Expected At, Tax Amount, Currency, optionally the Cost center and Department it is for (shown in Cost views), and the order lines.
- Click Send to vendor. The vendor is notified and the order lines lock. Cancel PO cancels an order that is not yet received.
4. Receive goods
- Click Create Goods Receipt, choose the Purchase Order and the To Location, and set Received At.
- For each item select the PO item, quantity and Landed Unit Cost Amount (cost including freight and duty).
- Save. Serialized items create units (you enter the serials), bulk items add stock, and reels create reels. The receipt gets a GRN code.
5. Match the bill When the vendor invoice arrives, record it under Vendors → Invoices. The PO page shows the 3-way match: PO, goods receipt and vendor invoice.
Example scenario
Padma Net Support needs 20 ONUs. Support lead Tanvir raises a requisition for 20 ONUs at an estimated 3,500 each with the justification "New Mirpur customers". The Operations head approves it. Procurement creates a purchase order to the vendor, sends it, and two weeks later receives 20 units into the Mirpur warehouse with their serial numbers. The units now appear in Assets as In stock.
Tips
- Always write a clear justification. Approvers read it.
- Record the Landed Unit Cost so asset values and depreciation are right.
- Receive partial deliveries as separate goods receipts.
Troubleshooting and FAQ
I cannot create a purchase order. The requisition is not fully approved yet.
The receipt does not show a PO. Only sent purchase orders can be received against.
I sent a PO by mistake. Cancel it before any goods are received.