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ERPNext Purchasing Module

One Complete Purchase Cycle — From Request to Payment.

Data Value Solutions implements ERPNext Purchasing for companies across Egypt
and MENA — from purchase request to supplier payment, in one fully integrated
system.

  • Automated purchase requests — no paper forms
  • Compare supplier quotations in seconds
  • Auto-linked to inventory and accounting
  • Egyptian VAT and compliance ready
MODULE INTRODUCTION

ERPNext Purchasing Module

A complete guide to ERPNext Purchasing — covering supplier management, material requests, request for quotation, purchase orders, goods receipt, purchase invoices, and supplier payment. Everything your procurement team needs in one connected system.

MODULE INTRODUCTION

ERPNext Procurement for Smarter, Leaner Purchasing

Automate the entire purchase cycle — from material request to supplier payment. Eliminate manual errors, free your procurement team from paperwork, and control spending with real-time budget controls.

Comprehensive Supplier Record

A single profile per supplier — contact details, payment terms, default accounts, and complete transaction history.

  • Store supplier details: quotation requests, purchase orders, and invoices
  • Suppliers get their own portal to submit quotes and fulfil orders
  • Set default payment accounts and terms for each supplier
  • Approve or reject invoices and orders with role-based controls
SUPPLIER MANAGEMENT

Supplier Groups

Organise suppliers into hierarchical groups to manage policies and payment terms consistently across categories.

  • Create and manage supplier category groups with parent-child structure
  • Set a parent supplier group for each sub-group
  • Apply default payment terms at the group level
  • View the full hierarchy in a clean tree structure
SUPPLIER MANAGEMENT

Supplier Scorecard

Measure supplier performance against objective criteria and compare vendors to make better sourcing decisions.

  • Define scoring criteria and calculation formulas per supplier
  • Schedule evaluations: weekly, monthly, or annually
  • KPIs: on-time delivery, goods quality, pricing competitiveness
  • Use editable variables and formulas for each criterion
SUPPLIER MANAGEMENT

Request for Quotation (RFQ)

Send professional quote requests to multiple suppliers simultaneously and track their responses automatically.

  • Create RFQ from a material request or directly from the procurement menu
  • Select required items from the item list
  • Send to multiple suppliers simultaneously in one action
  • Suppliers submit their quotes via their own portal
  • Auto-compare all quotes side by side and select the best with one click
PROCUREMENT CYCLE

Supplier Quotation

Record and compare supplier quotes to select the best value and specification before committing to a purchase.

  • Create a quotation per supplier or fetch it from the supplier portal
  • Link items to default buying rates automatically
  • Apply taxes and charges from a preconfigured template
  • Compare all quotations side by side before the purchase decision
PROCUREMENT CYCLE

Purchase Order Cycle

Issue professional purchase orders with full status tracking from creation to receipt to payment.

  • Create purchase order from supplier quotation in one click — no re-entry
  • Select supplier, required date, payment and delivery terms
  • Prices and taxes calculated automatically from approved price structures
  • Multi-level approval controls based on order value and department
  • Auto-linked to goods receipt, purchase invoice, and payment entry
PROCUREMENT CYCLE

Purchase Tax & Charges Templates

Create ready-to-use tax templates that apply automatically to every purchase transaction — pre-configured for Egyptian VAT.

  • Create tax templates and apply them automatically to purchase transactions
  • Define tax type: percentage, fixed amount, or derived from another row
  • Link each tax line to the correct ledger account
  • Set any template as default to autoapply on all new purchase transactions
PRICING, TAXES & SETTINGS

Buying Settings

Configure system behaviour for purchasing transactions — from default groups to document requirement rules.

  • Set default supplier group and purchase price list
  • Require purchase order and goods receipt before allowing invoice
  • Maintain the same rate throughout the purchase cycle
  • Allow the same item to be added multiple times in one transaction
PRICING, TAXES & SETTINGS

Purchase Price Lists

Create multiple price lists for different suppliers or currencies — applied automatically when selecting the supplier on a transaction.

  • Define price lists specific to each supplier or currency
  • Activate or deactivate price lists by date range
  • Auto-applied when selecting the supplier on any transaction
  • Support multiple rates per item based on quantity
PRICING, TAXES & SETTINGS

Goods Receipt Note (GRN)

Record goods arrival immediately and autoupdate stock levels — fully linked to the originating purchase order.

  • Create GRN directly from the purchase order with one click
  • Record accepted and rejected quantities with rejection reason
  • Stock levels update automatically when the GRN is saved
  • Accounting entries posted automatically to the Accounting module
  • Track multiple partial receipts against a single purchase order
GOODS RECEIPT & INVOICING

Purchase Invoice

Auto-generate purchase invoices from the GRN and manage supplier payments against clear due dates.

  • Pull invoice data from purchase order or goods receipt — no re-entry
  • Auto-match quantities and rates with alerts on discrepancies
  • Apply taxes and additional charges from the pre-configured template
  • Post accounting entry to Accounts Payable immediately on save
GOODS RECEIPT & INVOICING

Advance Payments & Supplier Ageing

Track advance payments to suppliers and auto-deduct them when settling invoices. Monitor all outstanding payables in real time.

  • Record advance payments and link them to the supplier and currency
  • Automatically deduct the advance when issuing the final invoice
  • Accounts payable ageing: current balance and overdue summary
  • Schedule future payments according to contract terms
GOODS RECEIPT & INVOICING
WHY ERPNEXT ?

Why Choose ERPNext for Purchasing?

Paperless Purchasing

Complete digital purchase cycle: Request → RFQ → PO → GRN → Invoice — no paper forms, no manual tracking.

Automatic Budget Controls

Real-time alerts at budget thresholds — prevent unauthorised spending before it happens.

Egyptian Tax Compliance

14% VAT and Egyptian withholding tax built in — reports ready for submission.

Inventory & Accounting Integration

Every receipt updates stock immediately and posts an accounting entry automatically — no double entry.

Supplier Portal

Suppliers submit quotes directly through their own portal — eliminate email back-andforth.

Open Source - No Lock-in

Your data, your system, forever — no per-user fees.

COMPARISON TABLE

ERPNext vs. Traditional Procurement Software

Feature ERPNext — Data Value Traditional Software
Purchase Workflow
Request → RFQ → PO → Receipt → Invoice — fully connected
Disconnected or partially manual
Supplier Management
Full onboarding, scoring, and supplier portal
Manual entry, no scoring
Egyptian VAT
Applied automatically per Egyptian rules
Manual setup or partial
Inventory Integration
Auto stock update on receipt
Manual update or no link
Budget Controls
Automatic alerts at budget thresholds
None or add-on required
Mobile Access
Full web and mobile access
Limited or unavailable
Open Source
Yes — no per-user fees
Costly monthly subscriptions

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