The Purchasing and Suppliers module manages every stage of procurement, from supplier contact through to purchase order, goods receipt, and communication history. Fully integrated with MRP, Stock, and Parts, it ensures that purchasing activity remains traceable, accurate, and aligned with real production requirements.
All suppliers are stored within the central Contact system, shared across both sales and purchasing. Contacts can be filtered by active or inactive status and searched freely by name, company, or keyword, creating a single source of supplier information across the business. From any supplier record, a purchase order can be created directly, pre-populated with supplier and delivery details, currency, tax information, and purchasing preferences.
RFQs are used to obtain pricing and lead-time information from suppliers before committing to an order. They can be created manually, directly from supplier records, or automatically from the MRP to meet projected demand.
All RFQs begin with the RFQ Builder, whether generated manually or through MRP. The RFQ Builder allows all parts requiring updated pricing to be added into a single builder record before selecting which suppliers to request quotations from. Previous suppliers are suggested automatically based on purchasing history, while any supplier in the database can be searched and added when required. Suppliers offering different pack or box quantities are also supported, allowing accurate cost comparison even when supply terms vary.
Once the required items and suppliers are selected, Erpyrean automatically generates personalised supplier RFQ records, each containing only the parts relevant to that supplier. These are immediately ready for review, with professional emails created and sent directly through the internal email system using configured RFQ templates. Supplier responses are recorded against each RFQ line, updating costs, lead times, and any notes or conditions supplied. Once a preferred supplier and pricing are confirmed, RFQs can be converted directly into purchase orders, preserving all item details and communication history for full traceability.
Purchase orders can be generated manually, directly from supplier records or from an RFQ record, or automatically through MRP recommendations. Each order includes full supplier, delivery, and tax details and integrates with the Communications module, linking phone notes, To-Dos, and document merges for a complete correspondence history.
Purchase orders can be:
Every communication (calls, emails, letters, and notes) is stored within the related supplier and order record for reference and traceability.
Line items can be added from a filtered list of parts associated with the supplier, or the filter can be cleared to search across all parts in the system. Each part record shows its full purchase history, including prices, quantities, and lead times from previous orders.
Erpyrean displays each part’s purchase history directly beneath the current line entry, giving purchasers immediate visibility of previous transactions as they enter each item. Transactions are listed in reverse chronological order, allowing quick comparison of recent supplier pricing and terms. At the click of a button, buyers can replicate previous purchases or adjust items directly from past orders, reducing data entry time while maintaining accuracy.
Each line item supports:
After a line item is entered, it can be edited to define scheduled deliveries, allowing bulk purchases to be split into multiple shipments across regular or irregular intervals. For example, a purchase of 120 items can be scheduled for delivery in monthly batches of 10 over a year. These schedules are fully reflected within the Goods In process, where quantities received and outstanding are tracked automatically across both modules.
Validation is performed at the end of each line-item entry, rather than waiting until order completion, ensuring accuracy and completeness as the order develops. This gives purchasers immediate confirmation of correctness and helps maintain consistent data integrity across every order.
Purchasing activity is fully synchronised with other parts of Erpyrean:
This integration removes duplication, ensures traceability, and keeps purchasing aligned with production requirements.
The Purchasing and Suppliers module combines precision, visibility, and traceability across procurement. From the first quotation request to confirmed orders and goods receipt, every transaction is recorded, linked, and integrated across the system. Purchasing decisions are informed by real-time data from MRP and Stock, delivering clarity and control without complexity.
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