The purchasing module enables ordering products from your suppliers by creating a purchase order that is sent via email to the supplier. You mark the purchase order as confirmed by the supplier, and the ordered products are created in Onlet.
It handles the receipt of goods and provides the ability to follow up to ensure that the invoice from the supplier actually matches what has been received.
A dedicated follow-up view gives you a good overview of the statuses of your purchase orders, what and who ordered, when the products are expected, what has been received, and more.
Purpose of the Purchase Overview
From this page, the user can:
- Filter purchases by status, date, supplier, and purchaser
- Use quick filters for common follow-up needs
- Limit the view per depot
- Open a purchase for detailed processing
- Create a new purchase
Main Areas on the Page
1. Filter Fields at the Top
It is possible to filter by, among others:
- Purchase type
- Purchase status
- Line status
- Return status
- Delivery date from and to
- Purchase number
- Order
- Supplier
- Purchaser
- Invoice status
Buttons:
- Reset: removes active filters
- Update: updates the list with selected filters
2. Quick Filters
On the left, there are predefined selections for quick filtering:
- All
- Deliveries this week
- Deliveries next week
- Delayed deliveries
- Cancelled deliveries
- All received w/o invoice
- Errors at supplier invoice
3. Depot Filter
The view can also be limited by region/department/depot, for example:
- North
- South
- West
4. Result List
Purchases are displayed in a table with columns such as:
- Purchase number
- Purchase status
- Line status
- Return status
- Supplier
- Product
- Quantity
- Delivery deadline
- Purchase type
- Purchaser
- Orders
Typical Workflow
- Select one or more filters at the top, or use a quick filter
- Click Update if needed
- Review the result list
- Click the arrow in front of a row to open the detail view
- Click New Purchase to create a new purchase
Detail View
When a row is opened, a detail panel is displayed with information and actions for the selected purchase.
Detail panel for a selected purchase with supplier information, status, and line follow-up.
The panel typically contains:
- Type: Purchase or Cross Rental
- Supplier and contact person
- Purchaser
- Date
- Purchase status
- Currency
- Payment terms
- Note
Available actions can include:
- Send
- Duplicate
- Cancel
- Communication history
- Open purchase in a separate page
For the lines in the purchase, the user can also view and update:
- Delivery deadline
- Depot
- Ordered, received, and remaining
- Unit price and discount
- Note
- Confirm line
There are also separate tabs for:
- Order
- Receipt
- Invoice
Access Template
Read and edit access to the purchasing module is found under company settings > access template tab.
Practical Notes
- Some purchases have an Orders button in the table for associated orders.
- The status fields make it easy to distinguish between, for example, not sent, confirmed, partially received, and completed.
- Return status is especially relevant for cross rental.