For purchasers

Purchasing, invoicing, inventory, and recipes for buyers.

Overview

Purchasing and Receiving — Submit a purchase request (Requisition) for Department spend approval. Requisition types vary, with some offering price comparison and ordering from multiple
Invoices and Credit Notes — Invoices sent to your PurchasePlus Paperless Invoicing Email Address are automatically scanned and added to the platform.
Catalogs and Buy Lists — PurchasePlus has a global network of thousands of Suppliers, so there's a good chance your Supplier has their products and prices available in PurchasePlus.
Finance Teams — Before any Purchase Orders are generated, Requisitions need to be approved by the designated Approver(s.) If you're an Approver, you’ll see a red number in the

Requisitions

Overview — A Requisition is a request for goods that a Purchaser wishes to purchase from their Suppliers.
Quotes — A Quote is the price for a Product that you can purchase from a Supplier. Quotes are created when a Product is included in a Catalog, along with a Unit Price
Basic Shopping — When shopping any Requisition type, you can opt either Enable Advanced Shopping Mode, or not:
Advanced Shopping — When shopping any Requisition type, you can opt to enable Enable Advanced Shopping Mode:
From All Suppliers — The 'All Suppliers' Requisition type provides you with a list of all the available Quotes from all of your enabled Suppliers. It is a great way to shop and
From a Single Supplier — The 'Single Supplier' Requisition type provides you with a list of all the Quotes currently available to your Organization from the single Supplier that you
From a Buy List — A Buy List is a controlled list of Products that specifies the exact Goods and Services that you would like your team members to select from, when they are
Custom Requisition — A Custom Requisition lets you order ad-hoc items from your Suppliers. You can use a Custom Requisition when none of the other Requisition types are suitable.
External Requisition — An External Requisition allows you to create a Requisition by shopping a Supplier's external e-commerce website. You will be able to use the full functionality
From Re-Order — The 'Re-Order' Requisition type provides you with the option to re-order items from an existing Requisition, Purchase Order or Invoice.
From a Stock Location — A Stock Location can be representative of a physical location at your Organisation where Stock Items are held, such as a store room, a warehouse or kitchen.
Advanced Product Search — Many actions in PurchasePlus (e.g. creating a Requisition or adding a Product to a Buy List) will present you with the Advanced Product Search feature.
Draft Requisitions — Requisitions are in a Draft state until they are submitted for Approval. Users that wish to return to a Draft Requisition and either view, edit or cancel the
Approve a Requisition — In PurchasePlus, when a Requisition is submitted for approval, it will be progressed to the 'AWAITING APPROVAL' status. The Requisition is placed into the

Purchase Orders and Receiving

Purchase Orders — A Purchase Order is a document that a Purchasing Organization sends to a Supplier Organization. It specifies the products or services to be purchased, in a
Consolidate Purchase Orders — 'Consolidating' means to combine two or more Purchase Orders into a (new) single Purchase Order, for the purposes of minimising admin and reducing the chance
Send a Purchase Order — Once a Requisition has been fully approved, a Purchase Order will be generated for each Supplier included in the Requisition, and can then be sent to each
Receiving Notes — A Receiving Note is a companion document that is created against a Purchase Order and is used to mark a specific quantity of each line item on the Purchase
Receive Goods — Marking Purchase Order line items as Received tells users at your Organisation when a Purchase Order can be closed.
Override Unit Price — When a Purchase Order and Invoice are matched, and the Product Lines are linked to each other, the Receiving Note will take the Unit Price from the Invoice.

Invoices and Credit Notes

Invoices — An Invoice is a document that a Supplier sends to a Purchaser, stating the Products and Quantities that the Supplier has delivered to the Purchaser, and would
Create an Invoice — PurchasePlus users can create a new Invoice in order to have a digital, programmatic record of an Invoice received from a Supplier that can then be matched to
View and Update Invoices — 1. Select [Invoices] → [View All] from the side navigation bar.
Send to PurchasePlus — PurchasePlus offers a Paperless Invoicing solution for Organizations that wish to reduce the amount of time spent reviewing and reconciling the Invoices that
Match a Purchase Order — When an Invoice is created via the Paperless Invoice method, PurchasePlus will automatically match a Purchase Order to the Invoice, if it can find a logical
Unmatch a Purchase Order — Purchase Orders are 'matched' to Invoices as part of the Invoice Reconciliation process. It allows our software (or a human reviewer) to ensure that what the
Link or Unlink Lines — Depending on settings applied to your Organization In PurchasePlus, when an Invoice is matched to a Purchase Order, all of the Lines on the Invoice are
Advanced Mode — In PurchasePlus, Invoice Lines can be viewed in Advanced Mode to reveal all the additional information for each Invoice Line. An Invoice Line can have one or
Invoice Flags — PurchasePlus constantly analyses all Invoices and Credit Notes in the 'Open' and 'Awaiting Approval' state, and raises Header- or Line-Level Flags on the
Flag Thresholds — Some of the Flags available for Invoices in PurchasePlus are further customizable using Thresholds. Thresholds allow Invoices with minor discrepancies to not
Credit Notes — A Credit Note is a document that indicates a return of funds to a Purchaser. It is commonly issued by a Supplier following the cancellation of a Purchase
Create a Credit Note — A Credit Note is a document that indicates a return of funds to a Purchaser. It is commonly issued by a Supplier following the cancellation of a Purchase
Paperless AI — Paperless Invoicing is a module of PurchasePlus that uses our purpose-built, proprietary AI service to Receive, Scan, and Process both Invoices and Credit
Paperless Emails — The Paperless Emails area of PurchasePlus is where you can:
Auto-Coding Without a PO — When an Invoice arrives without a matching Purchase Order, PurchasePlus reads the document and using the Invoice information, Supplier default settings your
Approve Invoices — When an Invoice or Credit Note is in an 'Awaiting Approval' state, it contains one or more Flags - i.e. discrepancies - that require review and approval by an
Export Invoices — Depending on how your Organization has been configured, you may Export Invoices and Credit Notes individually (Type A), or via a Batch Export File (Type B).
Mark Export Ready — Your Organization may be configured to Export Invoices and Credit Notes individually (we call this 'Type A'), or as part of a Batch Export File (which we call
Batch Export File — Depending on how your Organization has been configured, you may Export Invoices and Credit Notes individually (Type A), or via a Batch Export File (Type B).
Mark as Exported — 1. Navigate to the Dashboard, click Invoices, and then choose View All.

Approval Workflows

Overview — From the moment an Invoice and Credit Note is ingested by our system, PurchasePlus constantly analyses every document in the 'Open' and 'Awaiting Approval'

Statements

Reconciliation — Statement Reconciliation is the in-platform replacement for spreadsheet-and-email statement reconciliation. You upload a supplier statement, the system
Statement Statuses — A Statement line can have one of four states. The status comes from the matched invoices and the force-reconciled flag and updates automatically when the
FAQs — The statement total does not equal the sum of lines. What now? The statement is still saved. You see a balance-mismatch indicator on the detail view header.

Supplier Management

Overview — ‘Suppliers’ are the Organizations from whom you purchase Goods or Services. A Supplier in PurchasePlus is simply an Organization with the Type ‘Supplier’ (as
View and Manage Suppliers — If using PurchasePlus as a Purchaser, you can view and manage the Suppliers that you are connected to.
Enable or Disable a Supplier — 'Enabled' means your Organization, and you can place orders with the Supplier. The Supplier can assign Catalogs, Products and prices to your Organization, and
Connect a Registered Supplier — Registered Suppliers are entities that have created a PurchasePlus Supplier account. They sign in to manage their own Products, Catalogs, and assign those
Create a Self-Managed Supplier — A Supplier in PurchasePlus can be:

Products

Overview — Products in PurchasePlus are representations of the real-world products (and services) that your Organization buys from your Suppliers and uses across your
Create a Product — Products in PurchasePlus are representations of the real-world products and services that your Organization buys from your Suppliers and uses across your

Catalogs

Overview — A Catalog is a collection of Products with a Price that you purchase from Suppliers with whom your Organization has an enabled Trade Relationship.
Supplier vs Self-Managed — A Catalog is a collection of Products and Prices that you can purchase from a Supplier in your Requisitions.
Create or Update a Catalog — Catalogs can be managed directly by registered Suppliers (Supplier Managed Catalogs) or internally by your Purchasing Organization (Self Managed Catalogs).
Import a Catalog — Using the Import functionality, you are able to update the prices of existing Products in the Catalog, as well as add extra products to the Catalog, given that

Buy Lists

Overview — Buy Lists are a powerful way to standardise and automate procurement decisions across an Organization - ensuring that Purchasers can buy the Right Products
Create a Buy List — Buy Lists are a powerful way to standardise and automate procurement decisions across an Organization - ensuring that Purchasers can buy the Right Products
Manage Products — Buy Lists are a powerful way to standardise and automate procurement decisions across an Organization - ensuring that Purchasers can buy the Right Products

Inventory

Overview — Inventory is an optional module that can be included in your PurchasePlus plan, to help you further control and reduce your procurement costs by:
Stock Items — A Stock Item is a Product that is available in your Inventory and can be added to and held in one or more of your Inventory Stock Locations.
Stock Locations — A Stock Location can be representative of a physical location at your Organisation where Stock Items are held, such as a store room, a warehouse or kitchen.
Transfers — A Transfer is a way to manage (and account for) the movement of Stock Items between Stock Locations.
Stocktakes — A Stocktake is a method of verifying the quantity of Stock Items that are being held in a Stock Location. A Stocktake is conducted at a Stock Location, and has
Stock Valuation — Learn how PurchasePlus decides which price to use when Goods are Received into Inventory, and how that price flows into your Stock Values.
End-of-Month Stocktake — Stocktakes are the best way to regularly verify the quantity of Stock Items that move into and out of your Stock Locations over a given period. This article
Receiving Goods — When you receive a delivery that relates to a Purchase Order, you can use PurchasePlus to 'receive' the goods (i.e. digitally take note of the items and
Opening Balance Transfer — Initially populating your Stock Locations with Stock Items for the very first time can be done completing an Opening Balance Transfer.
Point of Sale — Point of Sale (POS) is an optional module that allows you to deduct Stock Items from a Stock Location when you make a sale in your restaurant, bar or cafe.
POS Batch Sales — A Batch Sale is a collection of Sale Lines (i.e. sales) that were made at your physical POS terminals. Our system processes these Sale Lines in bulk (usually
Barcode Scanner — The PurchasePlus DS6510B-M9 is a handheld barcode scanner designed for fast and reliable scanning of 1D and 2D barcodes. It connects directly to your computer

Recipes

Overview — Recipes is an optional inclusion in your PurchasePlus system, and it is a great way to leverage even more value from our software in addition to our
Menus — A Menu is a collection of Recipes. Menus are typically used for managing the procurement and cost of the Ingredients in your real-world dishes (i.e. Recipes)
Ingredients — Ingredients are the Products that are added to your Recipes. Depending on whether the Recipe is an Inventory or Non-Inventory Recipe, the definition of
Allergens — PurchasePlus includes Allergen functionality that is available for users of our Recipes module, to better manage the allergens in their Recipes and Ingredients.

Reporting

Run a Report — A very large amount of data is generated by (and stored in) your PurchasePlus system. Accessing this data en-masse in the form of downloadable Reports is a

Managing Organisations

Overview — Understanding the PurchasePlus Organisations model and its implications is one of the best ways to become a power user of PurchasePlus.
Create Organisations — This is Part 2 in our Introduction to Organisations series. It is recommended to read Part 1 before reading this article.

Budgets

Overview — 'Budgets' is an optional Module that allows Organisations to better manage and monitor their spend with their Suppliers according to their Year/Month and

Upgrade

Upgrade — What is the PurchasePlus? A complete rebuild of our procure-to-pay platform on modern technology. Same purpose, same team, and a dramatically better