Purchasing: requests, down payments, credit memos and reserve invoices

Besides quotes, orders, receipts and supplier invoices, Purchasing has four documents that work as in SAP Business One.

Purchase request

Someone in the warehouse or another area asks for what they need, and Purchasing decides who to buy it from.

1. Go to Purchasing › Purchase requests › New.
2. Choose the Requester (your name by default), their Department and the Required date.
3. Enter the items. Each line can suggest a vendor and its own date.
4. Save.

It has no supplier and moves no stock or accounting. Purchasing copies it to a purchase quote or a purchase order for the supplier they choose; each line closes as it's copied and the request closes when nothing is left.

To have large requests approved by a supervisor, turn on the Purchase request concept in Administration › Authorizations › Concepts and set an amount.

The Logistics role can create and view requests.

A/P down payment

When you pay the supplier before delivery:

1. In Purchasing › A/P down payments record it with the down payment item and the amount. You can copy it from the purchase order; the order stays open so you can receive it in full.
2. Enter the CFDI UUID the supplier sent you.
3. Pay it in Payments › Outgoing payments like any invoice.

When the invoice for the goods arrives, the Finance tab lists the Supplier down payments that are paid and have a balance. Enter how much of each one you apply and save. Nori creates a "Down payment applied" credit memo for that amount, so the invoice only owes the difference. If you cancel the invoice, the down payment gets its balance back.

A/P credit memo

Copy it from the supplier invoice with Copy to › A/P credit memo.

• With a return: the goods leave the warehouse at the cost they came in at, not at the memo's price.
• Lowers the price only: check that box next to the number for discounts or allowances. No stock moves.

The memo lowers what you owe the supplier. To match it with an invoice, choose both in Payments › Outgoing payments and pay only the difference; if they cover the same amount, they're reconciled with no money.

A/P reserve invoice

For when the supplier bills you before shipping the goods:

1. In Purchasing › Purchase invoices › New check A/P reserve invoice.
2. Save. It's payable from today and what's pending counts as ordered in the warehouse.
3. As goods arrive, use Copy to › Goods receipt PO with what you received. Each receipt raises stock and is never invoiced again.

The invoice shows what was received and what's left. It can't be canceled while it has receipts in force. A credit memo copied from it takes back what never arrived and moves no stock.

With accounting

With accounting on, each document posts its entry:

Purchase requests post no entry.

Supplier CFDI

Supplier invoices, credit memos and down payments aren't stamped in Nori: your supplier issues the CFDI. Save its UUID in Supplier CFDI UUID to match it later with the SAT downloads.

With an ERP

With SAP Business One each document goes up as its own object: requests (PurchaseRequests), down payments (PurchaseDownPayments), credit memos (PurchaseCreditNotes, without inventory movement when they only lower the price) and reserve invoices (PurchaseInvoices as reserve, with their receipts based on them). With NetSuite the request goes up as a requisition, the down payment as a vendor bill and the memo as a vendor credit.