What is Buying in ERP Software?

What is buying?

In Techbeoo ERP, Buying is a module that is known by various names in different organizations. Few call it “Purchase Department” and others call “Procurement Department” to understand. But whatever the name is, its duty is buying necessary goods for self-use or business profit.

From your Techbeeo ERP module, go to “Explorer>Buying”. You will find a page like below image.

ERP Buying Option

Setup:

You will find a few different options inside the buying module. Among them “Setup” is an option that we will learn first for the ease of use. In setup option there have three different sub-options like below:

  1. Buying Settings
  2. Terms & Conditions Template
  3. Purchase Taxes & Charges Template
  • Buying Settings: To identify the supplier, you have to input “supplier naming”. You will find two different options like Supplier Name or Naming Series. Select a convenient one from this two options.buying settings in ERP Software

You can add Default Supplier Type like Electrical, Consumer, Pharmaceutical or any other you want. You will find another field “Default Buying Price List” that allows you to set transaction currency.

If you want to sell products in local currency like BDT (Bangladeshi Taka), INR (Indian Rupee), you can do this.

  • Terms & Conditions Template: You can write the deal between supplier and company here.
  • Purchase Taxes & Charges Template: According to country rules how much Tax you have to pay, you can write here.

Purchasing :

After the setup option, you have to work on the “Purchasing” option. There have few different options available in this option as sub-option.

Purchasing option in ERP

  1. Material Request
  2. Request for Quotation
  3. Supplier Quotation
  4. Purchase Order

Material Request: Our first sub-option under the buying module is “Material Request”. In the top right corner, you will find the “New” button.

If you click on “New” button, you will find a page like below page.

material request

You will find below-mentioned properties in this form.

  1. Series
  2. Type
  3. Required Date
  4. Item Code
  5. Quantity
  6. For Warehouse
  7. More Information
  8. Printing Details
  9. Terms & Conditions

Series: Using this function, the software automatically generates a serial number.

Type: You can select a material type from Purchase, Material Transfer, Material Issue, and Manufacturer.

Item Code: From the table, click on “Add Row” and you will able to add Item Code, Quantity, For Warehouse and Required Date. You have to add Item Code, Quantity and Warehouse name. The required date is a date when you need the product.

More Information: You can mention who requested the product in more information option.

Printing Details: If you want to print the order, you have to add Letter Head and Printing Heading.

Terms and Conditions: If there have any terms and condition of purchase, you can add this as template or description. Then you have to save and submit the information for future reference.

If you fill all the above fields, you will find a pending item in “Material Request” list. If you go to pending item list, you will find a page like below image.

In the top right corner, you will find the “Make” button. Beneath you will find the dashboard. You will find few options in dashboard section like Request for Quotation, Supplier Quotation, and Purchase Order. Depending on company requirement, you can use those options or not. You can complete “Purchase Order” directly.

In this step, we will learn how we can complete “Purchase Order” directly.

In the previous step, we already learned how to create Material Request. If you save & submit the “Material Request” you will find a page like below image. In the top right corner, if you click on “Make” button, you will find few common options like Request for Quotation, Supplier Quotation, and Purchase Order.

This list is changeable depending on company size. The list will give you direction, what should you do? In small companies, the person who created “Material Request”, also place the “Purchase Order” as well. You just click on “Purchase Order” button to place the purchase order.

If you click on the purchase order, you will find below page on your computer screen.

erp software purchase order

In this page, you will find “Add Items from” button. If you click on this button, you will find “Request Quotation” option. You will find all recently added “Request Quotation” here. You have to select anyone you need.

After that, you have to set Currency and Price. After selecting the supplier name from the drop-down list, you have to save and submit the form. This is the process to complete the “Purchase Order”.

If you go to the “Purchase Order” list, you will find recently added item with its status. If the status is “To receive & bill” that means the item is received already and need to pay the bill.

How to Create Complex Purchase Order?

This process is applicable for comparatively large organizations. Because Every single department has multiple employees who have fixed different works. Completing the procurement process verifying every step is complex work. Steps of creating complex purchase order are given below.

  1. Material Request: We already discussed how to create Material Request. In the same way, you can receive Material Request from multiple departments.
  2. Request for Quotation: After receiving a Material Request, Procurement department will ask for a quotation from different suppliers. Go to “Request for Quotation” and then click on “New” button at the top right corner.
    On the newly arrived page, you will notice “Get Items from” in the top right corner. Click on this button and select “Material Request” from the drop-down box.
    If you select an item name, this will automatically fill some information and you need to fill in some information You will notice a page like below image.
  3. Supplier Quotation: If the supplier sends any quotation via email or using any other media, you have to save that quotation on his personal database (Person or Company Name) like below image.
  1. Purchase Order: We already discussed how to complete Purchase Order. You have to follow the same process after getting the quotation from suppliers.

Following the above-mentioned steps, you can buy products for your company. Before you purchase any goods for your company, you have to create an item with ERP Software. If you don’t know how to create an ERP Item, you can read below article.

How To Create an Item in ERP Software?