Purchase Management

Overview

The SODOO Purchase module manages your company's Procure-to-Pay (P2P) process from end to end. It digitizes the entire procurement cycle — from need identification to vendor payment — optimizing costs and strengthening supplier relationships.

The Procure-to-Pay (P2P) Flow

The Purchase overview screen

Requests for Quotation — list view

Request for Quotation (RFQ)

A Request for Quotation (RFQ) is the formal document used to solicit pricing from vendors. In SODOO, you can create RFQs, send them to multiple vendors simultaneously, and compare the responses.

Why RFQs Matter

Creating an RFQ

RFQ Statuses and Workflow

Alternative Quotes and Comparison

To get quotes from multiple vendors for the same products, use the Create Alternative feature:

RFQ Email Templates

The emails sent to vendors are fully customizable:

• Navigate to Purchase › Configuration › Email Templates
• Add your company logo and contact information
• Include delivery terms and payment conditions
• Use dynamic fields: {{ object.name }}, {{ object.date_order }}

Creating a new request for quotation

Purchase Orders (PO)

A Purchase Order (PO) is the legally binding order document sent to a vendor. In SODOO, an RFQ automatically becomes a PO when confirmed, or you can create a PO directly.

PO Creation Methods

PO Lifecycle

Receiving Goods (Goods Receipt Note)

When a vendor delivers products, record the receipt in SODOO:

1. Open the PO and click Receive Products
2. Physically count and inspect incoming goods
3. Enter the Done quantity for each product line
4. If lot/serial number tracking is enabled, enter those numbers
5. Add notes for any damaged or missing items
6. Click Validate to update stock levels in real time

Creating a new purchase order

3-Way Matching

Three-way matching is the critical process of verifying consistency between the purchase order, the goods receipt, and the vendor invoice before authorizing payment. It prevents overpayments, duplicate payments, and fraud.

Billing Policy Options

Vendor Management

Maintain vendor information, payment terms, and contact details centrally. Strong vendor relationships are the foundation of a reliable supply chain.

Vendor Record Components

Vendor Pricelists

Define product-level pricing for each vendor:

• Unit price per product: The vendor's agreed price for each SKU
• Minimum Order Quantity (MOQ): Minimum units per order
• Validity dates: Start and end date for this pricing
• Quantity-based price breaks: Discounted price for bulk orders (e.g., 1–99 units: $10; 100+ units: $8.50)
• Lead Time: Number of days from order to delivery for this vendor

Multi-Vendor Strategy

For critical products, qualify multiple vendors as a risk management strategy:

Vendor Evaluation

Systematically track and evaluate vendor performance. Make data-driven vendor selection, development, and exit decisions based on objective metrics.

Vendor Scorecard

Evaluation Criteria

Vendor Classification

Purchase Agreements

Create long-term vendor agreements to secure price stability and supply continuity. Agreements provide predictability for both buyer and seller, enabling better planning.

Agreement Types

Creating and Managing Agreements

Using Purchase Agreements on Orders

When creating an RFQ or PO for a vendor with an active agreement:

1. SODOO automatically detects the active agreement and shows a banner notification
2. Click Purchase Agreement at the top of the order form to link it
3. Products and prices from the agreement are automatically populated
4. Agreement usage is tracked: remaining quantity / amount is updated after each PO

Products & Pricing

Product Configuration for Purchasing

Each product must be configured correctly to work with the Purchase module:

Price Management Strategies

Auto Replenishment

Configure reorder rules so SODOO automatically creates purchase proposals when stock falls below defined thresholds. Reduce manual monitoring and prevent stockouts.

Reorder Rule Types

Setting Up a Reorder Rule

MRP Integration

If you use the Manufacturing module, the Material Requirements Planning (MRP) scheduler also generates purchase orders based on production needs:

• Bills of Materials (BoM): Define the components required for each production run
• Production Orders: Create a production order; MRP calculates component needs
• Purchase Proposals: MRP creates draft POs for components sourced externally
• Lead Times: MRP factors in vendor lead times to ensure materials arrive on time

Reports & KPIs

Measure procurement performance, identify cost-saving opportunities, and monitor vendor reliability with SODOO's built-in purchase analytics.

Key Procurement KPIs

Standard Reports

Configuration

Configure the Purchase module to match your company's procurement policies:

Access all settings at: Purchase › Configuration › Settings

Frequently Asked Questions

Best Practices

Related Topics