# For purchasers

> Purchasing, invoicing, inventory, and recipes for buyers.

Source: https://www.purchaseplus.com/docs/for-purchasers

Markdown: https://www.purchaseplus.com/docs/for-purchasers.md

# For purchasers

Purchasing, invoicing, inventory, and recipes for buyers.

## Overview

- [Purchasing and Receiving](/docs/for-purchasers/quick-start-guide-to-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](/docs/for-purchasers/quick-start-guide-to-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](/docs/for-purchasers/quick-start-guide-to-creating-self-managed-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](/docs/for-purchasers/quick-start-guide-for-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](/docs/for-purchasers/introduction-to-requisitions) — A Requisition is a request for goods that a Purchaser wishes to purchase from their Suppliers.
- [Quotes](/docs/for-purchasers/introduction-to-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](/docs/for-purchasers/basic-shopping) — When shopping any Requisition type, you can opt either Enable Advanced Shopping Mode, or not:
- [Advanced Shopping](/docs/for-purchasers/advanced-shopping) — When shopping any Requisition type, you can opt to enable Enable Advanced Shopping Mode:
- [From All Suppliers](/docs/for-purchasers/create-a-requisition-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](/docs/for-purchasers/create-a-requisition-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](/docs/for-purchasers/create-a-requisition-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](/docs/for-purchasers/create-a-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](/docs/for-purchasers/create-an-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](/docs/for-purchasers/create-a-requisition-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](/docs/for-purchasers/create-a-requisition-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](/docs/for-purchasers/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](/docs/for-purchasers/view-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](/docs/for-purchasers/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](/docs/for-purchasers/introduction-to-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](/docs/for-purchasers/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](/docs/for-purchasers/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](/docs/for-purchasers/introduction-to-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](/docs/for-purchasers/receive-goods-from-a-purchase-order) — Marking Purchase Order line items as Received tells users at your Organisation when a Purchase Order can be closed.
- [Override Unit Price](/docs/for-purchasers/override-unit-price-when-receiving) — 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](/docs/for-purchasers/introduction-to-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](/docs/for-purchasers/create-a-new-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](/docs/for-purchasers/view-and-update-invoices) — 1\. Select \[Invoices\] → \[View All\] from the side navigation bar.
- [Send to PurchasePlus](/docs/for-purchasers/send-an-invoice-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](/docs/for-purchasers/match-a-purchase-order-to-an-invoice) — 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](/docs/for-purchasers/unmatch-a-purchase-order-from-an-invoice) — 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](/docs/for-purchasers/link-invoice-lines-to-purchase-order-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](/docs/for-purchasers/update-invoice-lines-using-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](/docs/for-purchasers/invoice-flags-explained) — 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](/docs/for-purchasers/invoice-thresholds-explained) — Some of the Flags available for Invoices in PurchasePlus are further customizable using Thresholds. Thresholds allow Invoices with minor discrepancies to not
- [Credit Notes](/docs/for-purchasers/introduction-to-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](/docs/for-purchasers/create-a-new-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](/docs/for-purchasers/introduction-to-the-paperless-invoicing-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](/docs/for-purchasers/introduction-to-paperless-emails) — The Paperless Emails area of PurchasePlus is where you can:
- [Auto-Coding Without a PO](/docs/for-purchasers/enable-auto-coding-of-invoices-and-credit-notes-without-a-purchase-order) — When an Invoice arrives without a matching Purchase Order, PurchasePlus reads the document and using the Invoice information, Supplier default settings your
- [Approve Invoices](/docs/for-purchasers/approve-an-invoice-or-credit-note) — 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](/docs/for-purchasers/export-an-invoice-or-credit-note) — 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](/docs/for-purchasers/mark-invoice-or-credit-note-as-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](/docs/for-purchasers/create-a-batch-invoice-and-credit-note-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](/docs/for-purchasers/manually-mark-an-invoice-as-processed) — 1\. Navigate to the Dashboard, click Invoices, and then choose View All.

## Approval Workflows

- [Overview](/docs/for-purchasers/invoice-and-credit-note-approval-workflows) — 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](/docs/for-purchasers/statement-reconciliation-user-guide) — Statement Reconciliation is the in-platform replacement for spreadsheet-and-email statement reconciliation. You upload a supplier statement, the system
- [Statement Statuses](/docs/for-purchasers/working-through-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](/docs/for-purchasers/statement-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](/docs/for-purchasers/introduction-to-suppliers) — ‘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](/docs/for-purchasers/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](/docs/for-purchasers/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](/docs/for-purchasers/connecting-with-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](/docs/for-purchasers/create-a-self-managed-supplier) — A Supplier in PurchasePlus can be:

## Products

- [Overview](/docs/for-purchasers/introduction-to-products) — 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](/docs/for-purchasers/create-a-new-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](/docs/for-purchasers/introduction-to-catalogs) — 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](/docs/for-purchasers/supplier-vs-self-managed-catalogs) — A Catalog is a collection of Products and Prices that you can purchase from a Supplier in your Requisitions.
- [Create or Update a Catalog](/docs/for-purchasers/create-or-update-a-self-managed-catalog) — Catalogs can be managed directly by registered Suppliers (Supplier Managed Catalogs) or internally by your Purchasing Organization (Self Managed Catalogs).
- [Import a Catalog](/docs/for-purchasers/import-a-self-managed-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](/docs/for-purchasers/introduction-to-buy-lists) — 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](/docs/for-purchasers/create-a-new-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](/docs/for-purchasers/manage-products-in-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

## Inventory

- [Overview](/docs/for-purchasers/introduction-to-inventory) — 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](/docs/for-purchasers/introduction-to-inventory-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](/docs/for-purchasers/introduction-to-inventory-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](/docs/for-purchasers/introduction-to-inventory-transfers) — A Transfer is a way to manage (and account for) the movement of Stock Items between Stock Locations.
- [Stocktakes](/docs/for-purchasers/introduction-to-inventory-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](/docs/for-purchasers/how-stock-is-valued-when-receiving-goods) — 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](/docs/for-purchasers/end-of-month-stocktake-process) — 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](/docs/for-purchasers/receiving-goods-to-inventory) — 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](/docs/for-purchasers/create-an-opening-balance-transfer-via-csv-import) — Initially populating your Stock Locations with Stock Items for the very first time can be done completing an Opening Balance Transfer.
- [Point of Sale](/docs/for-purchasers/introduction-to-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](/docs/for-purchasers/troubleshooting-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](/docs/for-purchasers/barcode-scanner-user-guide) — 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](/docs/for-purchasers/introduction-to-recipes) — 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](/docs/for-purchasers/introduction-to-recipes-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](/docs/for-purchasers/introduction-to-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](/docs/for-purchasers/introduction-to-recipes-part-4-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](/docs/for-purchasers/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](/docs/for-purchasers/introduction-to-organisations-part-1) — Understanding the PurchasePlus Organisations model and its implications is one of the best ways to become a power user of PurchasePlus.
- [Create Organisations](/docs/for-purchasers/introduction-to-organisations-part-2-creating-new-organisations-or-departments) — This is Part 2 in our Introduction to Organisations series. It is recommended to read Part 1 before reading this article.

## Budgets

- [Overview](/docs/for-purchasers/introduction-to-budgets) — '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](/docs/for-purchasers/upgrading-to-the-new-purchaseplus) — What is the PurchasePlus? A complete rebuild of our procure-to-pay platform on modern technology. Same purpose, same team, and a dramatically better