Procurement

Paxus procurement covers the full purchasing cycle — from raising a purchase order against a supplier, through an approval workflow, to receiving goods and updating warehouse stock automatically.

Managing Suppliers

Before creating purchase orders, add your suppliers:

1. Go to Paxus Suite → Suppliers.
2. Click New Supplier.
3. Enter the Supplier Name (required).
4. Optionally link to an existing Contact or Company in your Contacts module.
5. Add contact details: email, phone, address, city, country.
6. Set Payment Terms (number of days) and preferred Currency.
7. Add a Tax Number (VAT/TIN) if needed.
8. Add notes.
9. Click Save.

The supplier detail page shows their 10 most recent purchase orders.

Creating a Purchase Order

1. Go to Paxus Suite → Purchase Orders.
2. Click New Purchase Order.
3. Select a Supplier (required).
4. Optionally select a Warehouse where goods will be received.
5. Set the Order Date and an optional Expected Delivery Date.
6. Add line items — each requires:
   • An Inventory Item (from your Paxus catalogue)
   • Quantity
   • Unit Cost
   • Optional tax rate
7. Add Notes.
8. Click Save.

Purchase Order Statuses and Approval

Status	Meaning
Draft	PO saved, not yet submitted
Approved	Approved by an authorised user
Ordered	Sent to the supplier
Partial Received	Some goods received
Received	All goods received
Cancelled	PO rejected or cancelled

To approve: Open the PO and click Approve. The system records who approved it and when.

To reject: Click Reject — the status moves to Cancelled.

To mark as ordered: After approval, click Mark as Ordered once you have sent the PO to your supplier.

Receiving Goods

When supplier goods arrive:

1. Open the purchase order.
2. Click Record Goods Receipt.
3. Select the Warehouse receiving the goods.
4. Enter the Received Date.
5. For each PO line item, enter the Quantity Received (can be partial).
6. Add notes.
7. Click Save.

Faciotech automatically:

• Creates a goods receipt record with a receipt number
• Increments the received quantity on each PO line
• Creates stock movement records (type: in) in the selected warehouse
• Updates warehouse stock levels
• Changes the PO status to Partial Received or Received based on what was received

tip

You can record multiple goods receipts against the same PO to handle split deliveries.

Searching Purchase Orders

Filter by Status or search by PO Number from the purchase orders list.

tip

Goods received via a goods receipt automatically update stock levels in Inventory. Suppliers can also be linked to existing records in your Contacts module for a unified directory.