Purchasing & Suppliers manual

The Purchasing module manages all of the company's procurement from suppliers. It covers the request for quotation (purchase quote), the order (supplier purchase order), the receipt of goods and their stock entry, purchase invoicing, then payment. Each document automatically feeds the next and updates the remaining to receive and the remaining to invoice, for precise tracking of what has been ordered, delivered, invoiced and paid.

Left-hand side menu: Purchasing. The submenu groups suppliers, purchase quotes and purchase orders, receipts, purchase delivery notes and purchase invoices, credit notes, payments and instalments.

Procurement follows a chain of documents, each one carrying over the lines from the previous one. At each stage, Swifto calculates a remaining to receive (what is still to be delivered on an order) and a remaining to invoice (what is still to be recorded). The cycle can also start further along (directly at the invoice) depending on your needs.

Documents in the cycle

On receipt, goods enter stock. In advanced management mode, Swifto routes each item to the correct stock based on its type, manages batches and expiry dates, and automatically calculates the weighted average cost (CUMP) that values stock at every entry.

What advanced receiving manages

Supplier payment settles all or part of a purchase invoice. Swifto handles partial payments, multi-payment (several methods at once), drawing down advances and purchase credit notes. Every validated payment creates a cash disbursement.

From the procurement need through to payment and stock entry:

flowchart LR
  D([Purchase quote
request for quotation]):::s --> C[Purchase order]:::p
  C --> R[Receipt]:::p
  R --> ST[(Stock entry
batch · expiry date · CUMP)]:::st
  R --> B[Purchase delivery note]:::p
  B --> F[Purchase invoice]:::p
  C -.->|direct purchase| F
  F --> PA[Supplier payment]:::ok
  PA --> TR([Cash disbursement]):::ok
  classDef p fill:#ECFEFF,stroke:#00A89D,color:#0F766E;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;

Indicative matrix — depends on the profiles defined in your company.