CifraHQ's purchasing module covers every step of buying goods and services: requesting, receiving, billing, and paying. Each document in the cycle links to the next, so you always have a clear Audit Trail from the original order through to the payment that settled it.
Raise a formal order to a vendor — specifying Products, quantities, prices, and delivery expectations. A confirmed Purchase Order authorizes your warehouse to receive goods and your finance team to approve the vendor bill when it arrives.
Record goods arriving at your warehouse. Each receipt links back to the originating Purchase Order, updates your stock on hand immediately, and marks lines as received so your team knows what's still outstanding.
Enter the vendor's invoice for goods or services delivered. CifraHQ pre-fills the bill from the matched Purchase Order and Inventory Receipt, making three-way matching fast and reducing data entry errors.
Record payments made to Vendors against outstanding bills. Payments pull from your bank account and automatically clear the corresponding payable balance, keeping your AP current.
Process credits issued by a vendor — for returned goods, pricing corrections, or over-billed amounts. Credit notes reduce the outstanding balance on vendor accounts and post the appropriate reversing entries to the GL.
Record advance payments made to Vendors before goods or an invoice arrive. Pre-payments are held as deposits and applied automatically when the matching bill is posted.
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