With QrX purchasing you keep a full record of every company you buy from and order new stock from them with professional purchase orders: references, terms, a delivery address, discounts, VAT and totals, sent to the supplier as a PDF. Deliveries are received against the order, so your stock, its value and the supplier's performance stay correct. Purchasing is part of QrX WMS.

Every supplier is one record. Click New supplier, fill in at least the Name on the General tab and the Currency on the Ordering tab, and click Save. Save stores all tabs at once. A tab with unsaved changes gets a dot, and a tab with a field that needs a fix is marked.

The supplier list shows the name with its tags, the owner (for fulfilment partners), the status, the primary contact, the order e-mail, the country, the lead time and what is still open on order. Search by name, e-mail, VAT number or customer number and filter on Active or Blocked. Copy to a new supplier starts a new supplier with the same details and an empty name. A supplier with open purchase orders cannot be deleted.

Set the status to Blocked when you no longer want to order from a supplier. It keeps its history, but it is not offered for a new purchase order, the Advice and Dropship tabs cannot create orders for it, and no purchase order can be sent or e-mailed to it. When a blocked supplier is the dropship supplier of an item, the item's Purchasing tab shows a Blocked pill and its dropship lines cannot be ordered until you choose an active dropship supplier or unblock it. Orders you already made can still be received, closed or cancelled. Set the status back to Active to order again.

On the Items tab of a supplier you list what you buy there: the item, the supplier SKU, the price and its currency, the minimum order quantity (MOQ), the unit you order in, the lead time and whether this supplier is the Preferred one for the item. You can also set:

Import CSV adds or updates many supplier items at once (header sku,price,supplier_sku,moq,lead_time_days,preferred, optional order_multiple,supplier_barcode,price_valid_from,price_valid_until, at most 2,000 rows). Click Check file, fix any rows with errors, then click Import items.

No supplier yet? The Supplier field offers New supplier. After you save it, you go straight back to your order with that supplier chosen. The order you started is kept for 24 hours in that browser tab, for that account only.

When you send the order, the terms, prices include VAT, partial deliveries and the delivery address are fixed. The references, buyer, notes, expected dates and confirmation stay editable while the order is open.

Under the lines QrX shows the totals in the order currency: lines before discount and the discount (when a line has one), lines after discount, shipping, total excluding VAT, the VAT per rate and the total including VAT. Unit prices can have up to 4 decimals, but every line total and every total is rounded to the smallest unit of the currency (2 decimals for EUR, none for JPY, 3 for KWD), and amounts are shown with the decimals of that currency. With Prices include VAT off, the VAT comes on top: per rate, QrX adds up the line totals and shipping and works out the VAT once. With it on, the VAT is already in the prices: QrX first works out the VAT of each rounded line total, as on the supplier's invoice line, and the line excluding VAT is the line total minus that VAT; shipping is handled the same way. The lines excluding VAT always add up to the total excluding VAT. QrX calculates every total when you save. When you receive stock on the order, the units go into stock at the line price after the discount, without VAT (up to 4 decimals); this is the cost used for your stock value.

When a saved draft is below the Minimum order value of the supplier, a warning under the lines shows that amount. It is only a warning: you can still send the order. It is not shown while the order has unsaved changes, and only when the supplier and the order use the same currency.

On the Documents tab of an order (after the first save) you keep its order confirmations, invoices and delivery notes: PDF, JPG, PNG, WEBP, XLSX, DOCX or CSV, up to 10 MB each and 20 per order, in any state. They are private to your team and never sent to the supplier.

The purchase order PDF shows our reference, the supplier reference, the buyer, your customer number at the supplier, the incoterm and place, payment terms, partial deliveries, whether prices include VAT, the delivery address with contact and instructions, every line with its expected date, discount, VAT and note, and the totals with the VAT per rate. The internal note is never on it. The PDF and the e-mail use the order language of the supplier, and the e-mail names our reference.

Dropship lines change what you can cancel. When the supplier already shipped customer orders of a purchase order, Cancel is refused with "The supplier already shipped consumer orders of this purchase order. Close it instead." Use Close. When you cancel a sent order whose dropship lines are not shipped yet, those customer order lines are not ordered again by themselves: they get the attention label Purchase order cancelled after it was sent: settle these lines with the supplier on the Dropship tab, so you decide. Removing a line from a sent order marks its customer order lines with Line removed from a sent purchase order: settle it with the supplier.

Once a delivery was created for a line or units were received on it, its unit, quantity, price, discount and VAT are fixed. The supplier SKU on a line comes from the supplier item and is frozen on the line when you send the order.

Receipts created from a purchase order are linked to its supplier. On a receipt you make yourself (Warehouse > Inbound, New receipt), the Supplier field searches your suppliers; you can still type a name for a supplier that is not in your list. A linked receipt shows the supplier as a link (for users who may view purchasing). In a receipt import, a supplier name that is exactly the name or legal name of one of your suppliers links the receipt to that supplier. While receiving, scanning the supplier barcode finds the item: QrX looks at the supplier of the receipt first.

The Advice tab lists the quantity QrX advises you to order per item, based on free stock, what is on its way, backorders and your chosen method. The advice is always rounded up to whole ordering units, never below the supplier's minimum order quantity, and up to the order multiple. Tick items and click Create purchase orders to make one draft order per supplier. When a supplier price is not valid today, the advice shows no line value and the line on the draft gets no price (0): enter the price on the draft before you send it.

The Orders list has the columns Number, Our reference, Supplier, Supplier reference, Warehouse, State, Expected, Confirmed, Lines, Ordered, Received, Total excl. VAT and Total incl. VAT. Search by supplier, PO number, our reference or supplier reference, and filter on state, supplier, warehouse and an expected date range. You can export purchase orders, the lines of one purchase order, and the items of one supplier to CSV or Excel. See "Export Warehouse Lists to CSV or Excel".

In the QrX app, the Purchase orders list shows per order how many lines still have units to come, for example "3 open lines".

When a fulfilment partner stores your goods, Purchasing stays available even when your own warehouse is switched off, as long as your plan includes Purchasing and the fulfilment grant is active. You then see Orders and Suppliers. Advice, Dropship and Stock value stay hidden. The warehouse list groups My warehouses and each partner's warehouses. Search the items that partner holds for you. Send works as on any other order: the supplier can still get the PDF by email. The partner's bell rings. No email goes to the partner, and the partner does not see your prices. While the partner has not started receiving, you can still change the order. Once the partner opens the receipt, finish that receipt before you announce more. Announce remainder sends what is still open after every earlier delivery is finished. The partner receives the goods.

Users without View purchasing never see purchase prices or costs.

When a fulfilment partner stores your goods and your own warehouse is switched off, Purchasing still opens. You see Orders, Advice and Suppliers. Dropship and Stock value stay on your own warehouse.

The quantity is not a multiple of the order multiple on the supplier item. It is only a warning: you can still save and send the order.

The supplier price is not valid today (it expired or is not valid yet). QrX asks for that line: Use this price copies it anyway, Type a price leaves it empty for you. To stop the question, update the price and its dates on the supplier item.

QrX rounds every line total to the currency first. With prices including VAT, the VAT is worked out per line, as on the supplier's invoice, and then added up per rate. With prices excluding VAT, the VAT is worked out once per rate on the sum of the lines and shipping.

Yes. After you save, a warning shows the minimum order value of the supplier, but nothing is blocked.

No. The terms and the delivery address are fixed once the order is sent. References, the buyer, notes, expected dates and the supplier confirmation stay editable.

No. The internal note is never printed or e-mailed, and purchase order and supplier documents are private to your team.

No. QrX sends the purchase order. Payment to your supplier is arranged by you.

Contact QrX support when a purchase order e-mail does not reach your supplier although the address is right, when totals look wrong, or when you need the Purchasing module in your plan. Include the purchase order number, our reference and a screenshot.