Procurement software for purchase orders and suppliers.
Plan what to buy, raise purchase orders, receive goods, and keep every supplier bill and payment in one place.
One to ManyPurchase orders
From purchase order to supplier payment.
Open orders
24
Units on the way
8,400
Invoices to record
6
Due to suppliers
₹6.8L
| Purchase order | Supplier | Status |
|---|---|---|
| PO-2627-00188 | Shree Textiles | Sent |
| PO-2627-00187 | Nova Footwear | Part received |
| PO-2627-00185 | Kiran Packaging | Received |
| PO-2627-00184 | Deccan Electricals | Approved |
What is procurement software?
Procurement software covers the work between deciding to buy and paying the supplier: requests, approvals, purchase orders, receiving goods, matching invoices and keeping track of what you owe. Done by e-mail and spreadsheets, this is where overpayments and missed deliveries creep in.
O2M Purchasing keeps that whole path in one place. A request becomes an approved purchase order, the order is sent to the supplier with a PDF, and goods are received against it. Each supplier invoice is then matched to the order and the receipt, line by line.
Debit notes, payments and TDS build one running balance for every supplier. Purchasing is part of Warehouse Management and is enabled on its own, so you can use it without bins or picklists.
What Purchasing and Suppliers does for you.
Buy with approval
Requests are approved before they become purchase orders.
Match every bill
Match supplier invoices to orders and receipts.
Know your real cost
Landed costs feed your stock value.
One supplier balance
Invoices, debit notes, payments and TDS in one ledger.
Buy with approval, not by habit.
Anyone who can see stock can ask for goods. Approved requests become draft purchase orders, one per supplier.
One to ManySample dataPurchase orders
From purchase order to supplier payment.
Open orders
24
Units on the way
8,400
Invoices to record
6
Requisitions
Choose the warehouse, the date the goods are needed by and a reason. The person who asks can never approve their own request.
Purchase order approval
Require approval for every order, or only above a value. You can also require that someone other than the maker approves.
Send and amend
Send the order by e-mail with its PDF. Each amendment is saved as a new version, and the PDF goes out as Amendment 1, Amendment 2 and so on.
From reorder suggestions
Turn reorder suggestions into draft purchase orders, one per supplier and warehouse.
Receive what you ordered, and check it.
Receive against the purchase order, check quality, and send back what fails. Available units update your channels at once.
One to ManySample dataGoods receipts
What arrived from suppliers, and what is left to check and put away.
Expected today
680
Received
420
On QC hold
60
Goods receipts
A receipt note PDF with quantities and no prices can be downloaded for the warehouse.
Receipts without an order
For goods that arrive unplanned, create a purchase order from the receipt or link it to an open one.
Returns to vendor
Send damaged or unwanted goods back. Close the return when the supplier's credit note arrives.
Landed costs
Freight and duty become part of the cost of your stock, and so of your stock value.
Every supplier bill in one place.
Record supplier invoices, match them to orders and receipts, and take money off what you owe with debit notes.
One to ManySample dataSupplier invoices
Record supplier invoices and match them to orders and receipts.
To record
6
Matched
48
Differences
2
Three-way matching
Units must equal what was accepted, price and GST must equal the purchase order, and the GSTIN must match the supplier's. A mismatch always needs approval.
Debit notes
O2M issues a debit note for short deliveries and goods sent back. You can issue one for overcharges or an agreed discount.
Supplier ledger
Opening balance, invoices, debit notes and payments in one running balance, with statements as PDF or CSV.
Payments and TDS
Record each payment against the invoices it pays. A payment is never edited: cancel it with a reason and record it again.
Simple from the first day.
Step 1
Request
Ask for goods and get approval.
Step 2
Order
Create, approve and send the purchase order.
Step 3
Receive
Receive goods and check their quality.
Step 4
Settle
Record the invoice, debit notes and payments.
Know where every order stands.
| Status | What it means |
|---|---|
| Draft | Being prepared. It can be edited, submitted or cancelled |
| Waiting for approval | Submitted and locked until an approver decides |
| Approved | Ready to send |
| Sent | With the supplier. Units count as incoming |
| Partly received | Some units have arrived |
| Received | Everything ordered has arrived |
| Closed | Ended early. Units still expected are taken off incoming |
| Cancelled | Never sent, or sent with nothing received |
When to issue a debit note.
A debit note reduces what you owe a supplier, with its own number and GST format.
| Reason | When | Issued |
|---|---|---|
| Damaged or rejected units | Goods sent back to the supplier | By O2M when the return is sent back |
| Short delivery | The invoice bills units that never arrived | By O2M when the invoice is recorded, or by you |
| Price above the order | The invoice charges more per unit than the purchase order | By you |
| GST rate above the order | The invoice charges a higher GST rate than the purchase order | By you |
| Other | Any amount you agreed with the supplier | By you |
Everything in one place.
Buying
- Requisitions
- Purchase orders
- Purchase orders from reorder suggestions
- Supplier list
Receiving
- Goods receipts
- Quality check
- Landed costs
- Returns to vendor
Supplier accounts
- Supplier invoices
- Debit notes
- Supplier ledger
- Payments and TDS
For everyone who buys stock.
Retail stores and chains
Buy for each outlet's warehouse, and keep supplier bills in one place.
ExploreDistributors and wholesalers
Large orders, part deliveries and running supplier balances.
ExploreOnline brands
Reorder suggestions turned into purchase orders before stock runs out.
ExploreWarehouse teams
Receive, check and put away against the order.
ExploreHow to choose procurement software
Good purchasing software protects your money as well as your time.
Approval rules you control
Decide which purchases need approval, and who can approve them.
Three-way matching
Paying only for what was ordered and received stops most overpayments.
GST handled per invoice
CGST and SGST, or IGST, should follow the supplier's and warehouse's states.
A supplier ledger
You should see what you owe each supplier without building it by hand.
A link to stock
Receipts should update stock and channels without a second step.
A link to your books
Purchases and debit notes should reach your accounting export.
Purchasing and Suppliers: your questions answered.
Can a purchase need approval first?
Yes. Requisitions are approved, then turned into purchase orders. Purchase orders can need approval too, for every order or above a value.
Can I amend a purchase order after sending it?
Yes. Each amendment is saved as a new version. Quantities can never go below what has already arrived.
What happens if a supplier delivers more than I ordered?
A line can receive up to 10% more than ordered by default. More is refused, and you can change this limit.
What if an invoice does not match?
It is marked as a mismatch with the reasons, and always needs approval by someone with the approve permission.
Do landed costs affect stock value?
Yes. Landed costs are part of how stock cost is worked out.
Can I see what I owe each supplier?
Yes. The supplier ledger shows opening balance, invoices, debit notes, payments and the running balance.
Do I need bins to use purchasing?
No. Purchasing is enabled on its own, so you can use it without bins or picklists.
Can it manage vendors?
Yes. Keep each supplier's details, what they supply, minimum order, pack size, last price and lead time.
Add more when you need it.
Keep buying and supplier bills in one place.
See how O2M fits the way your business works today.