Purchase
Run procurement end-to-end — purchase requests, orders, goods receipt, invoices, vendors, and reports.
The Purchase section of the ERP Module covers your buying workflow from the first request to the paid invoice:
Purchase Request → Purchase Order → Goods Receipt → InvoiceWho can access it
ERP pages are gated by a separate ERP role, assigned per user by your workspace admin in User Management. The roles are Normal User, Procurement, Logistics, Finance, Auditor, and AOS Controller — which purchase pages you can open and act on depends on the role you hold. If a page appears locked, ask your admin for the right ERP role.
Purchase Request (PR)
A PR records that someone needs something bought. Click Add PR and list the products, quantities, the Order DL (order deadline), the delivery destination, and a priority.
The PR table shows PR ID, PR Date, Request From, Order DL, Product, Delivery To, Priority, and actions for detail, edit, and delete. Each PR moves through:
| Status | Meaning |
|---|---|
| Pending | Waiting to be turned into a purchase order |
| Ordered | Its items have been placed on a PO |
| Overdue | Still pending after the order deadline passed (shown automatically, not stored) |
Purchase Order (PO)
POs are where you commit to buying from vendors — create one from pending PR items and assign a vendor to each line. PO status follows the items:
| Status | Meaning |
|---|---|
| Draft | At least one item has no vendor assigned yet |
| Ordered | Every item has a vendor — the order is out |
| Partially Received | Some items have arrived in Stock In |
| Received | All items received (hidden from the default list) |
| Backed | Items were returned from Stock In |
A PO whose expected delivery date has passed is flagged Overdue automatically.
Goods Receipt (GR)
When a delivery arrives, record it as a goods receipt against the PO: what came in, quantities, unit prices, and who received it (Received By). Receiving goods drives inventory — each GR feeds Stock In at the destination warehouse.
A GR starts as Pending. Use Upload Invoice to attach the supplier's invoice, which moves it to Invoiced.
Invoice
The Invoice page lists supplier invoices with INV ID, Invoice Date, Vendor, Total Item, Total Amount, and the invoice file itself, so finance can review what is owed against what was actually received.
Vendor
Vendor master data lives on the Vendor page: click Add Vendor and record the name, Contact Person, email, and address. The table also shows Tot. Prod (how many products you buy from them) and a status you can toggle. Vendors entered here are what you assign to PO lines.
Purchase reports
The Report page gives you an AI-written purchasing summary (labelled Content by Veflow AI) for the last day, week, month, or year, with a Download Report button for the PDF.
Under Setting Report you can schedule automatic delivery: pick a frequency and the WhatsApp numbers that should receive it. A daily job around 10:00 WIB checks your settings and sends any reports that are due.
Automatic overdue monitoring
A background monitor sweeps your purchasing data every 30 minutes and raises alerts when a purchase order slips past its expected arrival date, so procurement and finance staff hear about late deliveries without watching the list themselves.
Related pages
- Inventory — where received goods are tracked per warehouse
- Master Data — the product catalog PRs and POs draw from