How to record a purchase: order, goods receipt and supplier invoice

A purchase has three steps: the purchase order says what you ordered, the goods receipt puts what arrived into the warehouse, and the purchase invoice records what you owe. Each step is copied from the previous one.

1. The purchase order

1. Go to Purchasing › Purchase orders and click New.
2. Choose the supplier in Business partner.
3. Add the items with their quantity and price. The suggested price comes from the supplier's price list; change it if they quoted something else.
4. Check the Delivery date and the Warehouse.
5. Click Save.

The order moves no stock: what you ordered shows as Ordered in the warehouse, and the available quantity already counts it. You can edit it while it's open.

If you asked for prices first, enter a Purchase quote and copy it to an order. If someone in the warehouse made a request, copy it from the order with Copy from (see Purchase requests, down payments and credit memos).

2. The goods receipt

When the truck arrives:

1. Open the order and click Copy to › Goods receipt PO.
2. Keep the quantity that actually arrived. Whatever is missing stays open on the order.
3. If the item uses batches or serial numbers, enter them on the line.
4. Save.

Stock goes up and the average cost is recalculated with the receipt's price. To receive with a scanner against the order, see Receive goods with a scanner.

If something arrived damaged and you send it back, open the receipt and click Copy to › Goods return.

3. The purchase invoice

1. Open the receipt and click Copy to › Purchase invoice. With Copy from you can combine several receipts of the same supplier.
2. Check that prices and taxes match the supplier's XML.
3. Enter the Supplier CFDI UUID (the fiscal folio of the XML).
4. Save.

The invoice is now payable with its due date. Pay it in Payments and banking › Outgoing payments.

Why: purchase invoices aren't stamped in Nori; the supplier issues the CFDI. The UUID is used to match it with what you download from the SAT.

You can also record the invoice without a receipt first: copy the order straight to Purchase invoice and stock goes up with the invoice.

Freight and duties

If the carrier or the customs broker bills you separately, spread that cost over the goods with Landed costs from the receipt or the invoice: Landed costs.

Purchase suggestions

Nori can tell you what to buy:

1. On each item, Inventory tab, set the Minimum, Reorder point and Maximum per warehouse.
2. Go to Purchasing › Tools › Purchase suggestions.
3. Filter by warehouse, supplier or group. The list shows the items at their reorder point or below the minimum, and the quantity To buy to reach the maximum, in whole purchasing units.
4. Adjust quantities, choose a supplier for items without a preferred one and click Create purchase orders (draft).

One draft order is created per supplier and warehouse. Review and save them.

If you don't see…

• The supplier in the document: the partner must be a supplier and be active.
• Copy to on the order: the order must be saved and open.
• An item in the suggestions: it must be a purchase item, be active and have levels set for that warehouse.
• The cost you expected: the average cost only changes with receipts that carry a cost; check it in the Inventory audit.