Purchasing
Run the full procure-to-pay cycle — suppliers, requests, quotations, purchase orders, invoices, and returns — with approvals and a vendor portal.
Updated January 13, 2026
Purchasing manages everything you buy — from a purchase request to a paid supplier invoice — keeping stock, costs, and payables in sync.
Suppliers
- Go to XO Operations → Purchasing → Suppliers → New.
- Enter details, VAT number, payment terms, and an opening balance if migrating.
- Track statements, payments, and credit per supplier; invite them to a vendor portal.
The procure-to-pay cycle
- Purchase request — an internal need, routed for approval.
- Quotation request → purchase quotation — collect and compare supplier quotes.
- Purchase order (PO) — issue to the supplier; optionally notify them.
- Purchase invoice — convert the PO (full, partial, or split into multiple invoices); stock receives and the payable posts.
- Debit note / refund — handle returns to the supplier.
📷 Screenshot: converting a PO into a purchase invoice with received quantities.
Pricing & tax
- Auto-update product price on each purchase to keep cost current.
- Apply purchase discounts and shipping tax; input VAT posts for the return.
Approvals & vendor portal
- Route requests/POs through an approval cycle (XO Core → Workflow).
- Let suppliers see POs and submit info via the vendor portal.
Best practices
- Use the request → quotation → PO flow for spend control and audit.
- Receive against the PO so three-way matching (PO/receipt/invoice) is clean.
- Keep supplier statements reconciled monthly.
Troubleshooting
- Can’t invoice a PO. It must be approved; check whether it’s already fully invoiced.
- Stock not received. Receiving happens on the purchase invoice (or a linked requisition) — confirm it posted.