Purchase Management Module for Perfex CRM: Setup and Documentation

This guide shows how to set up the purchase management module for Perfex CRM and use it from request to payment. It keeps vendors, purchase requests, quotations, purchase orders and vendor invoices together, with approvals, status and reports, so you see what was asked for, what was ordered and what you still owe.

What the purchase management module for Perfex CRM includes

• A vendor list with categories, contacts and payment terms, and an import for vendors
• Items and vendor items, with import for items
• Purchase requests with status and the purchase order linked to each one
• Quotations from vendors with an approval status
• Purchase orders with vendor, date, value, approval and delivery filters
• Vendor invoices linked to a purchase order
• Contracts, order returns and debit notes
• Approval settings for the documents that need sign-off
• Reports by table and by chart for purchase cost and order counts

Requirements

• Perfex CRM 3.4 or newer (tested on 3.4.1)
• A connection from your server to systematica.app over HTTPS for the license check

How to set up the purchase management module for Perfex CRM

1. Upload the purchase management module for Perfex CRM under Setup > Modules and activate it.
2. Open Purchase > License and enter your license key.
3. Open Purchase > Setting and set up numbering, units and approvals.
4. Add your vendors and your items, or import them.
5. Create a purchase request, ask for a quotation, then create the purchase order.

Vendors and purchase requests

Add each vendor once, with a category, phone, address and payment terms. When someone needs something, they raise a purchase request. The list shows the request code, name, requester, date, status and the purchase order it became.

Quotations and purchase orders

Ask vendors for a quotation against a purchase request and compare the amounts. When you approve one, turn it into a purchase order. The purchase order list can be filtered by date, request, approval status, vendor, type, project, department and delivery status.

Vendor invoices and contracts

Record the invoice a vendor sends you against the purchase order it belongs to. Each invoice keeps its own code, the vendor invoice number, the date and the amount. You can also keep contracts with your vendors in the same module.

Purchase reports and charts

The purchase management module for Perfex CRM has report tables for the cost of imported goods for each item, the purchase order voucher, the purchase order report and the purchase invoices report. Two charts show purchase statistics by number of orders and by cost, for a period and a currency you choose.

Good to know

• The screens in the pictures come from a demo CRM with sample data.
• The purchase management module for Perfex CRM is used by staff in the Perfex CRM admin area.
• Reports show the data you enter in requests, orders and invoices.

Your license is valid for 1 year and includes support through our ticket system and free updates through your Systematica account. One license key activates the purchase management module for Perfex CRM on one website. To move it, deactivate it under Purchase > License and activate it on the new site. It runs inside Perfex CRM, which you need to own.

Frequently asked questions

Can I create a purchase order from a quotation?

Yes. A purchase order can come from a quotation, which in turn comes from a purchase request, so you can follow the whole chain.

Can I import vendors and items?

Yes. The vendor list and the item list both have import buttons.

Which reports are included?

Four table reports and two chart reports. They cover cost per item, purchase orders, purchase invoices and statistics by number of orders and by cost.

Where do I enter the license key?

Open Purchase > License after activating the purchase management module for Perfex CRM.

Related guides and support

• See the Purchase Management product page.
• Track the goods you buy with Inventory Management.
• Read the warehouse for Perfex CRM guide.
• Need help? Open a ticket on the support page.
• Read more in the Perfex CRM documentation.