OpenERP provides a complete Purchase Management application which enables you to create and track your purchase orders, to manage your suppliers' address book, to control your products reception process (with the possibility to manage partial receptions) and to check suppliers' invoices. Customers can create their own personalized analysis with the reporting tool.
Request for quotations
A request for quotation is a purchase order which is non-validated yet. To be validated an order needs to be approved by both the company's management and by the supplier (e.g.: to confirm that the supplier will be able to deliver the requested quantity). It's just the first step in the purchasing process. The RFQ specifies the product(s) and quantity needed and ask for the supplier's best offer. Some RFQ are created manually by the purchasing department, others are generated automatically by the system (due to minimum stock rules or a specific product configuration, for example).
The Purchase Order is a confirmed Request for quotation. Once the Purchase order is confirmed, it will trigger a reception form which will be used to check the supplier's delivery and a pro format invoice ( based on the ordered quantity or on the received quantity) which will be used to check the supplier's invoices . All Purchase Orders are accessible in a list view. It allows you to consult and manage your orders according to their different state or according to any other criteria.
Suppliers. The Address book provides you with the list of your suppliers. A form is created for each supplier in which you record such information as the address, contacts, price-list... With the history tab, one can follow all moves and transactions related to a given supplier, such as purchase orders, claims, etc.
Contacts menu will give you access to all your suppliers' contacts and their addresses.
Incoming Shipments. The Incoming Shipments represent all suppliers orders to be received, generated by the purchase orders confirmations. The system allows you to manage back orders, automated inventory valuation, serial numbers and quality control.
Incoming Products. By default, incoming shipment are organized by purchase order, but you can also use the menu “Incoming Products” to manage reception control by orders lines (in case of multi orders reception or when the delivered items don't necessarily coincide with the orders).
Supplier Invoices to receive. This menu groups all “pro format” suppliers invoices based on the original quantities and prices mentioned in the purchase orders. “Supplier invoices to receive” are used as a control tool as they will be compared with the real invoice sent by the supplier. They are generated by the system, but you can also create some manually.
Purchase Lines not Invoiced. This menu is used when you work with the reception by Incoming Products. As you work by order lines, each confirmed line reception will generate a Purchase line not invoiced and you can check and validate if quantities and prices correspond to the original Purchase Order.
In OpenERP, a product is something you can buy and sell. It can be a raw material, a stockable product, a consumable or a service. The product form contains detailed information on the products, like procurement logistic, sales price, product category, suppliers, etc.
Purchase Analysis allows you to consult your purchases total amount according to different group criteria (by supplier, by products, etc)
Receptions Analysis opens a search view with all your receptions, their total value, planned and actual dates. You can sort out your analysis on different groups to get your personalized analysis.