WindoorERP Documentation 19.0

Guided journey

5- Setup Purchase and Suppliers

Decide who approves a purchase, what each supplier charges, and what the system should order without being asked.

8 steps about 23 min Intermediate Procurement manager or administrator setting up buying
Start the journey

Journey complete

You have worked through every step. Keep the momentum — the next journey builds on what you just did.

All journeys

Purchasing is where a factory quietly loses money: a price nobody checked, an approval nobody needed, an order placed too late to matter. This path closes those three gaps in order — first the rules, then the prices, then the automation that orders before someone notices a shortage.

The last steps run one real purchase from request to receipt, because a reordering rule that fires on the wrong lead time is worse than no rule at all, and the only way to see that is to use it once.

By the end you will be able to

  • Set approval levels so a large purchase cannot be committed by one person alone
  • Record what each supplier charges, including volume tiers and their own currency
  • Let the system raise a replenishment request instead of relying on someone noticing a shortage
  • Set supplier and manufacturing lead times so promised dates are dates you can keep
  • Procure the exact variant — the coating, the tint, the hardware size — not just the parent product
  • Put a job out to tender and compare supplier responses side by side
  • Hold a vendor bill that disagrees with its order or its receipt, before it is paid
  • Read spend by supplier and material, and see when a price has drifted

Before you start

  • Administrator rights and the Purchase app installed
  • Your product catalogue loaded, with variants — this is the journey after "4- Setup Your Product Catalogue and Designs"
  • A warehouse to receive into, from "2- Setup Your Warehouse"
  • Your supplier agreements to hand: agreed prices, volume breaks, currencies, and the lead time each one really achieves

The path

01

Set the purchasing rules

  1. 01 Decide who may commit money Approval levels and automatic warnings are the whole control system in one screen: above what value a purchase needs a second signature, and what the buyer is warned about before they commit. 1 min Configure global Purchase settings, purchase order approval levels, and automatic warnings
  2. 02 Record what each supplier charges A vendor pricelist is the answer to "is this the price we agreed?" without anyone opening a folder. Tiered volume discounts and supplier currencies belong here too, so an RFQ prices itself. 1 min Configure vendor pricelists, tiered volume discounts, and supplier currency agreements
02

Order without being asked

  1. 03 Set reordering rules on raw materials Mark what is bought rather than made, then give each material a minimum and a maximum. From here the system raises the request instead of a person remembering to. 1 min Manage purchasable raw materials, configure reordering rules, and automate replenishment
  2. 04 Make the dates tell the truth A reordering rule with the wrong lead time orders confidently and arrives late. This is the longest article in the path and the one worth reading twice: supplier lead time, manufacturing lead time, and the security days between them. 14 min Set lead times so dates are realistic
  3. 05 Buy the right variant, not the right product You do not order profile, you order profile in a powder coating; not glass, but glass in a tint. Procurement has to reach the variant or the wrong thing arrives correctly. 1 min Procure product variants across profile powder coatings, glass tints, and hardware sizes
03

Run one purchase through it

  1. 06 Put one job out to tender Send the same request to several suppliers and compare what comes back on one screen. This is where the pricelists you configured either save you the argument or reveal that they were wrong. 2 min Create Requests for Quotation (RFQ), manage supplier bidding, and compare vendor tenders
  2. 07 Confirm it, and match the three documents Turn the winning quote into a purchase order, then let the order, the receipt and the vendor bill check each other. Three-way matching is the reason a wrong invoice stops here rather than at the bank. 2 min Manage confirmed Purchase Orders, blanket supply contracts, and 3-way matching control policies
04

See what you actually spend

  1. 08 Read the spend, and the price drift Setup finishes where reporting starts. Spend by supplier and material, and the variance between what you agreed and what you were billed, are what tell you a year later whether any of this worked. 1 min Conduct procurement spend analysis, raw material price variance audits, and purchase BI reporting

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