How Purchasing connects to other modules
Responsibilities and checks
| Module | Contribution | Example check |
|---|---|---|
| Party | Shared identity, address and contact data | Is Northstar the existing organisation? |
| Partner | Trading relationship and Partner reference | Does payment use the correct Vendor Partner ID? |
| Supplier | Purchasing eligibility, holds, terms and permitted conditions | Is the supplier eligible at commitment time? |
| Catalog | Existing products and variant identities | Does the intended stock item have the correct variant setup? |
| Organization | Business units and user access | Can the buyer/accounts user access the document's unit? |
| Inventory | Stock changes for accepted posted receipt quantities | Is there one correct purchase-receipt movement? |
| Accounting | Posted supplier invoices and payment-allocation effects | Does the posted liability/payment agree with the source documents? |
| Reports | Aggregates posted purchase invoice activity | Do report dates/currency/scope match your reconciliation? |
See the Catalog guide, Inventory guide and Sales guide for their user workflows. Purchase unit costs are not automatically populated from Sales pricing rules.
Purchases by supplier report
Where: application's Reports catalogue → Purchases by supplier.
Who: Purchase invoice viewing plus the reporting access required by the report screen, with permitted business-unit scope.
- Enter fromDate and toDate through the report filter controls.
- Select a business unit if required; otherwise the report uses the permitted scope.
- Run and read the generation/scope notes.
- Export to XLSX or PDF where available.
The report includes purchase invoices dated in the inclusive period with status Posted, Partially paid or Paid, in base currency. It shows supplier, partner code, invoice count, purchases excluding tax, tax and purchases including tax.
Example: the running exercise creates invoices for 370 and 430, posts both, and uses zero tax. The corresponding supplier totals are net 800, tax 0 and gross 800 if both invoice dates fall inside the report period and both units are in scope. Posting payments does not remove paid invoices from this report.
It does not measure draft orders, deliveries awaiting invoices, or cash paid. A blank/low report may be correct if invoices are still Draft. The report requires one valid base currency, a valid inclusive date range of at most 120 calendar months and a sufficiently narrow scope to stay within its supplier limit.
Reconcile across documents
| Question | Use |
|---|---|
| What did we agree to buy? | PO and its historical revisions |
| What physically arrived? | Posted receipts and rejected/damaged counts |
| What became usable stock? | Inventory movements and balances |
| What is owed? | Posted invoices and amount due |
| Which payment reduced the bill? | Vendor payment allocations |
| What was purchased in the month? | Posted invoice report with the right dates and scope |
Do not reconcile PO grand totals to cash payments without accounting for partial deliveries, copied tax/discounts, header charges, unposted invoices and unallocated payments.