Purchase orders and requisitions

Use this to record what your school buys and from whom, and to let departments ask the store room for items. A purchase order records an order. A requisition is how a department asks the store room for stock.

Before you start

• Your items should already be added in Inventory. See the article Keep stock of items.

Add a vendor

1. Go to Inventory → Categories & vendors.
2. Under Vendors, click Add a vendor.
3. Type the Name. You can also add Phone, Email and GSTIN.
4. Click Save.

Make a purchase order

1. Go to Inventory → Purchases.
2. Click New order.
3. Pick the Vendor.
4. In the first line, Choose an item, then type the Qty and Cost each.
5. To add more items, click Another line. Check the Total.
6. Click Save as draft to finish later, or Send for approval.

A sent order shows as waiting with an approver. It appears in the Approvals inbox, where the approver looks at it.

Receive the goods

1. When the items arrive, open the order in Inventory → Purchases.
2. Click Receive into stock.

Stock only moves when you receive it. Saving or approving an order does not change the count on the shelf.

Ask the store room for stock

1. Go to Inventory → Requisitions.
2. Start a new request.
3. Choose the item and the quantity you need.
4. In What is it for, write the reason, for example "Chemistry practicals, class 10".
5. Click Send it.

Hand over a requisition

1. The store room opens Inventory → Requisitions.
2. Tick Only what is still open to see the requests still waiting.
3. Open a request and click Hand it over.

Good to know

• Asking does not move stock. Stock goes down only when the store room hands it over.
• Use Only what is still open on Purchases to see orders not yet finished.
• A vendor is not required, but naming one helps you see who you bought from.