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By the end of this guide you will have a working Purchasing module: a named warehouse ready to receive stock, at least one item opted into inventory tracking with a minimum stock level set, your suppliers on record, and your document settings configured so that purchase orders and RFQs go out with the right number prefixes and email templates. The whole setup takes under ten minutes and, once complete, you can immediately start issuing purchase orders, sending RFQs, and recording incoming stock.
1

Check or rename your Default Location warehouse

The module creates a warehouse called Default Location automatically, so you can start recording stock without any additional setup. Before you go any further, confirm this warehouse reflects your actual stock location — or rename it to something meaningful, such as your company name, a city, or a site name.To manage warehouses, navigate to Inventory → Warehouses. From there you can:
  • Rename the Default Location to match your real location
  • Add additional warehouses if you operate multiple stockrooms or sites
  • Deactivate any warehouse you no longer use (deactivating does not delete its history)
You must always keep at least one warehouse active — every stock movement requires a destination or source location.
Give your warehouses short, descriptive names (for example, “Main Store”, “Sydney DC”, or “Returns Bay”). These names appear on every stock record, purchase order line, and stock transfer, so clarity here saves confusion later.
Manage your warehouses →
2

Enable stock tracking on your items

The Purchasing module only tracks inventory for items you explicitly opt in. This keeps your item list clean — consumables, services, and one-off line items you never restock won’t clutter your stock views.To enable tracking on an item:
  1. Go to Items and open the item you want to track for editing.
  2. Expand the Inventory Management section.
  3. Toggle Track inventory on.
  4. Set a Minimum Stock Level — when on-hand quantity falls to or below this number, the module sends a low-stock email alert to the addresses you configure in Settings.
  5. Save the item.
Repeat this for every product you want to manage through the Purchasing module. Only tracked items appear in Inventory → Stock, Stock In, Stock Transfer, and Stock Adjustment.
Stock Out records are generated automatically whenever a tracked item appears on an invoice. You do not need to do anything extra — the module handles this for you.
View and manage stock →
3

Add your suppliers

Suppliers are the companies and individuals you buy from. Adding them now means you can link a supplier to any purchase order or RFQ you create, and send documents directly from their profile.To add a supplier, go to Purchasing → Suppliers and click Add Supplier. For each supplier, capture at least:
  • Name — company or individual name
  • Email — used when sending purchase orders and RFQs directly from the module
  • Any additional contact details, address information, or notes that help your team identify the right contact
You can add as many suppliers as you need before moving on, or add them one at a time as you create your first orders.
If you already manage contacts in your CRM, check whether any of them should also be set up as suppliers. Keeping supplier records accurate from the start makes reporting and spend analysis far more useful over time.
Add and manage suppliers →
4

Configure Purchasing settings

Before you send your first purchase order or RFQ, take a moment to configure the module settings so that your documents look professional and notifications reach the right people.Navigate to Settings → Purchasing and review each of the following:
Set your number prefixes before you create any documents — changing a prefix later only affects new documents, not existing ones.
Open Purchasing settings →

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What’s Next

You’re all set. Here are the most common next steps after completing the initial setup:

Create a Purchase Order

Build a priced procurement document, add line items, apply taxes and discounts, and send it directly to your supplier.

Send an RFQ

Ask a supplier for pricing before you commit to an order. Convert the approved quote into a purchase order in one click.

Record Stock In

Log goods as they arrive at your warehouse and watch your on-hand quantities update automatically within about a minute.

View Reports

Review monthly income and expenses, purchase order totals, and purchasing activity summaries to inform your next buying decisions.