Create and issue a purchase order
Step-by-step Eprecus guidance for create and issue a purchase order.
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Documentation
INVENTORY
Everyday Inventory and Purchasing Tasks
Step-by-step help for items, suppliers, requisitions, orders, receiving, stock checks, and adjustments.
Approve a Payment Variance
8.6.4 Approve a Payment Variance Open the procurement trace or payment match review. Inspect the variance reason and supporting documents. Provide step-up attestation where required. Approve only when the variance is understood and policy-compliant.
Read articleApprove or Reject a Requisition
8.4.2 Approve or Reject a Requisition Open the requisition queue. Review quantity, urgency, cost impact, and available alternatives. Select Approve and enter decision notes, or select Reject with a documented reason. Confirm the decision and notify the requesting department if follow-up is required.
Read articleAssign Tracking Numbers and Hand Over to Couriers or 3PL Partners
8.7.5 Assign Tracking Numbers and Hand Over to Couriers or 3PL Partners Eprecus currently supports warehouse dispatch operations through the live order, the printed picking slip, and the fulfillment details captured in POS. Where the carrier or 3PL provides an external tracking reference, record that reference inside the order review workflow before the order leaves the branch. Open the order and verify the final delivery details in Order Fulfillment Meta Options, especially Delivery timestamp and Shipping directions. Record the carrier name, vehicle run, airway bill, or courier tracking...
Read articleCheck Store Stock Before Replenishment
8.2.3 Check Store Stock Before Replenishment Open an item record. Review branch-level or store-level stock availability. Confirm whether stockout is local, regional, or network-wide before raising a requisition. STRATEGIC TIP: Use one accountable owner for SKU creation. Shared ownership without governance usually leads to duplicate catalog records, inconsistent tax setup, and unreliable replenishment signals.
Read articleClose Deliveries and Reconcile Exceptions
8.7.6 Close Deliveries and Reconcile Exceptions After customer collection or courier confirmation, reopen the linked order and confirm the final outcome against the printed pick slip. Update the order notes with the delivery result, exception reason, or return-to-branch comment when the route did not complete as planned. Use the branch order status and warehouse evidence to confirm the order is operationally closed. Integration queue visibility is a technical follow-up item, not the warehouse close signal. If the driver returns with missing, refused, or damaged items, move the stock back...
Read articleConvert an Approved Requisition to a Purchase Order
8.4.3 Convert an Approved Requisition to a Purchase Order Open the approved requisition. Select Convert to Purchase Order. Choose the vendor and confirm line-level pricing and delivery expectations. Save the generated purchase order.
Read articleCreate a Purchase Order
8.5.1 Create a Purchase Order Open Procurement - Requisitions and POs. Select New Purchase Order. Choose the vendor. Add lines with item, quantity, unit cost, expected delivery date, and tax treatment. Save and review the totals before approval.
Read articleCreate a Requisition
8.4.1 Create a Requisition Open Procurement - Requisitions and POs. Select New Requisition. Add requested items, required dates, requested quantities, justification, and delivery destination. Save the requisition draft. Submit the requisition once all lines are validated.
Read articleCreate an AP Bill from a Receipt
8.6.2 Create an AP Bill from a Receipt Open the receipt record. Select Create AP Bill. Confirm supplier invoice number, invoice date, taxes, and referenced receipt lines. Submit the AP bill creation request for finance follow-through.
Read articleCreate an inventory item
Step-by-step Eprecus guidance for create an inventory item.
Read articleCreate an Item
8.2.1 Create an Item Open Inventory - Items. Select New Item. Complete the minimum commercial fields: item name, SKU, category, unit of measure, tax behavior, reorder threshold, and active status. Define pricing, barcode, pack size, and vendor references where required. Save the record and confirm the generated or assigned SKU is unique.
Read articleCreate and submit a purchase requisition
Step-by-step Eprecus guidance for create and submit a purchase requisition.
Read articleCreate or update a supplier
Step-by-step Eprecus guidance for create or update a supplier.
Read articleCreate or Update a Vendor
8.3.1 Create or Update a Vendor Open Inventory - Vendors. Select New Vendor or open an existing record. Enter legal name, trading name, tax registration identifiers, currency, payment terms, and service status. Add addresses, contact persons, and contact methods. Save and verify the vendor appears in the directory.
Read articleDay-Zero Setup Dependency
8.0.1 Day-Zero Setup Dependency This manual assumes the organization already completed day-zero platform setup. Before inventory or procurement teams follow these procedures, confirm the foundational setup in Volume 6: Platform Operations is complete. Legal entities, branches, warehouses, departments, base currency, and tax posture are already defined. Inventory costing approach, reorder ownership, procurement approval routes, and supplier policy are already approved. Item numbering, barcode policy, unit-of-measure standards, and warehouse responsibility boundaries are already agreed. If...
Read articleExecute a Warehouse Transfer
8.7.2 Execute a Warehouse Transfer Open Transfer Workflow. Create or open the transfer order. Review allowed transitions, then ship, receive, and reconcile the transfer in sequence. Close the transfer after variance approval if required.
Read articleIssue and Share the Purchase Order
8.5.2 Issue and Share the Purchase Order Open the draft purchase order. Select Approve if you hold approval rights. Download the PDF for review or choose Email to send directly to the supplier. If your process requires acknowledgment, select Send for Signature.
Read articleLink Vendor Products
8.3.2 Link Vendor Products Open the vendor profile. Select Products. Choose Link Existing Item to attach a current catalog item, or choose Create Product when the supplier introduces a new stock line. Save the relationship and confirm supplier-specific codes or pack details.
Read articleMaintain Categories, Packaging, and Variants
8.2.2 Maintain Categories, Packaging, and Variants Open Inventory - Categories to add or revise the category tree. Use packaging settings to define pack breakdowns such as carton, inner, and each. Use variant rules when the item is sold in structured combinations such as size, color, or flavor. Review barcode aliases before printing labels or enabling scan-based workflows.
Read articleMaintain Substitutions, Cross-Sells, and BOM Cost
8.8.3 Maintain Substitutions, Cross-Sells, and BOM Cost Use substitutions to define acceptable alternatives for constrained inventory. Use cross-sell definitions to support sales guidance and product affinity logic. Review BOM cost output when manufactured goods depend on inventory input costs.
Read articlePerform a stock count or adjustment
Step-by-step Eprecus guidance for perform a stock count or adjustment.
Read articlePerform Scan and Count
8.7.1 Perform Scan and Count Open Inventory - Scan and Count. Scan the barcode or search the SKU. Enter the counted quantity and save the count line. Resolve count variances according to warehouse policy before posting adjustments.
Read articlePick, Pack, Stage, and Ship Customer Orders
8.7.4 Pick, Pack, Stage, and Ship Customer Orders Open the linked order in POS or from the imported WooCommerce pending list. Select Pick Slip (F8) to print the warehouse picking slip. Use the printed slip as the picking control sheet for shelf, bin, or stock-room retrieval. Pick each line in SKU order and compare physical quantity against the order quantity before moving the order to the packing bench. For tracked items, verify the captured serial, lot, or expiry details shown in the cart Track column before sealing the order. If the picked quantity does not match available stock, pause...
Read articleReceive a Purchase Order
8.6.1 Receive a Purchase Order Open Receiving or the purchase order record. Select Receive. Enter received quantities, damaged quantities, and receipt notes. Save the receipt and confirm inventory was updated correctly.
Read articleReceive a purchase order and check the match
Step-by-step Eprecus guidance for receive a purchase order and check the match.
Read articleRecord Supplier Acknowledgement
8.5.3 Record Supplier Acknowledgement Open the purchase order. Select Supplier Acknowledgement. Enter the supplier response date, accepted quantity, exceptions, and comments. Save the acknowledgement and review fulfillment status. PLATFORM WARNING: Never bypass approval by issuing a purchase order from an unreviewed requisition unless emergency buying is explicitly allowed by policy. The missing approval trail weakens both spend control and audit defensibility.
Read articleReview Reorder Suggestions
8.8.1 Review Reorder Suggestions Open Inventory - Optimization. Select Reorder Suggestions. Compare recommended quantity, current stock, and reorder threshold. Convert the recommendation into a requisition where justified.
Read articleReview Valuation and Allocate Landed Cost
8.8.2 Review Valuation and Allocate Landed Cost Open Inventory Valuation or the optimization workspace. Review item-level or aggregate valuation results. When freight or import charges must be allocated, run landed cost allocation and validate the basis used.
Read articleReview Vendor Audit and Transaction History
8.3.3 Review Vendor Audit and Transaction History Open the vendor profile. Select Audit to review who changed profile data. Select Transactions or Invoices to review recent procurement activity.
Read articleRoute Omnichannel Orders into Warehouse Fulfillment
8.7.3 Route Omnichannel Orders into Warehouse Fulfillment Warehouse fulfillment begins only after the selling or integration team has converted the customer request into a live linked order inside Eprecus. Volume 7 owns connector pulls, queue conflicts, and mapping corrections. Volume 5 owns the customer-facing order, address, and fulfillment promise. Volume 3 starts only when the warehouse receives a linked order that is ready for physical picking. Open the linked order in POS Orders, the warehouse work list, or the internal pending order list used by your branch. Confirm the order...
Read articleRun and Approve a Three-Way Match
8.6.3 Run and Approve a Three-Way Match Open the receipt or matching workspace. Select Run Three-Way Match. Review the purchase order, receipt, and supplier bill variances. If acceptable, approve the match. If thresholds are exceeded, complete required step-up attestation first.
Read articleUse Procurement Trace for Root-Cause Review
8.7.7 Use Procurement Trace for Root-Cause Review Open the procurement trace screen. Search by purchase order, purchase receipt, or AP bill identifier. Review the chain from request to payment outcome. Use it when fulfillment delays originate in late replenishment, incomplete receiving, or unresolved supplier variance rather than warehouse execution.
Read articleWhat This Module Sends / What This Module Receives
8.0.2 What This Module Sends / What This Module Receives DirectionModule handoffOperational meaning ReceivesSales / POS -> InventoryLinked customer orders, fulfillment intent, and branch demand determine what the warehouse must pick, stage, or transfer. ReceivesIntegrations -> InventoryImported channel orders are valid for warehouse action only after the integration layer resolves mapping, stock sync, and queue conflicts. SendsInventory -> ProcurementReorder thresholds, shortage signals, and fulfillment shortfalls push requisition and replenishment decisions into procurement....
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