Order it, receive it, then pay for what came
A purchase order is approved before it goes out. Goods are received against it line by line, and the supplier's bill is checked against both, so you pay for what you ordered and kept, at the price you agreed.
- Approval step
- Goods received notes
- Three-way match
- Converts to the bill
- Numbered by month for each company
- Converting the same order twice returns the bill you already have
- An order posts nothing; what arrives does
Receiving
Count what came, keep what's right
Record a goods received note against the order: what arrived, what you accepted and what you sent back, with a reason. Accepting it puts the stock on the books at the price on the receipt.
- Ordered, received, accepted and rejected, per line
- Over-deliveries are recorded and flagged
Matching
The bill answers to the order
Each line of the supplier's bill is checked against the order and the receipt, for quantity and for price. A price that moved is posted as a purchase price variance when the bill is approved, not buried in stock.
- Order, receipt and bill compared line by line
- Price differences posted to their own account
The details
- Statuses
- Draft, pending approval, approved, partially received, received and closed. A rejected order goes back to draft; void ends it.
- Ledger
- Accepting goods debits inventory and credits stock received not billed. The bill clears that balance at the received cost.
- Bills
- Convert an approved order into a bill with its supplier and lines already filled in.
- Agents
- Ask the assistant to draft an order, move it along or turn it into a bill. Large orders, or any run you set to review, wait for your approval.
The rest of the ledger
- InvoicingInvoices that post themselves, with quotes and reminders.
- BillingSubscriptions, usage and renewals that retry themselves.
- PaymentsFPX, DuitNow QR and card on CHIP, matched to the invoice.
- e-InvoiceFiled with LHDN MyInvois, QR code and all.
- InventoryStock on hand, costed by weighted average.
- BookkeepingDouble entry that the database itself enforces.
- PayrollEPF, SOCSO, EIS and PCB, worked out for you.
- ReportingStatements and tax forms, current when you open them.
- AgentsAsk in plain language. Approve what it drafts.
- Data roomEvery document, versioned and answerable.
Start with purchase orders
Free to start, and set up in an afternoon. Every other part of the ledger is there when you need it.