Track Purchases

Stay on top of your raw material procurement by creating Purchase Orders, recording receipts, and reviewing purchase reports in the CGIC App.

Prerequisites

• Raw materials exist under Stock ▶️ Item ▶️ Item List
• Suppliers are set up under Buying ▶️ Supplier ▶️ Supplier List

1.0 Create a Purchase Order

1. Go to Purchase Orders
   • Navigate to Buying ▶️ Purchase Order ▶️ New Purchase Order.
2. Select Supplier & Date
   • Choose the Supplier for your raw materials.
   • Set Order Date and Company.
3. Add Raw Materials
   • Click Add Row in the Items table.
   • For each material, enter:
     • Item Code (e.g. RM-WF-25KG)
     • Qty to order
     • Schedule Date for expected delivery
     • Rate (optional—defaults from Item settings)
4. Save & Submit
   • Click Save, then Submit.
   • The Purchase Order now tracks what you’ve committed to buy.

2.0 Record Purchase Receipts

1. Open Purchase Order
   • Go to Buying ▶️ Purchase Order, find your order.
2. Create Purchase Receipt
   • Click Create ▶️ Purchase Receipt at the top.
3. Verify Items & Qty
   • Confirm each Item Code, Qty Received, and Warehouse (e.g., “Raw Material Store”).
4. Save & Submit
   • Click Save, then Submit.
   • A Material Receipt stock entry posts and increases your raw material inventory.

3.0 Review Stock & Ledger

• Stock Balance
  • Go to Stock ▶️ Stock Balance, filter Item Group = Raw Materials to see updated quantities.
• Stock Ledger
  • Navigate to Stock ▶️ Stock Ledger, filter Item and Voucher Type = Purchase Receipt to view purchase entries.

4.0 Monitor Purchase Reports

• Purchase Register
  • Buying ▶️ Reports ▶️ Purchase Register shows all PO and receipt details, including supplier, dates, and amounts.
• Supplier-wise Purchases
  • Buying ▶️ Reports ▶️ Supplier Purchase Analytics to analyze spend and volume per vendor.
• Pending Orders
  • Buying ▶️ Reports ▶️ Purchase Order Status highlights orders not fully received or billed.