💡 In the Purchase module, you create an order with a supplier. This includes the ordered products, which are then added to stock via the purchase order.
⇢ Go to Purchase - Orders and click the green plus icon.
General data
Supplier: the supplier for whom you want to create an order.
💡 To be able to select a supplier in an order, it must first be created in Companies. You can follow this 👉 guide to create a new supplier.
Pick-up address: the default pick-up address of the chosen company is automatically selected in the Address field. This address will appear on the logistics documents.
💡 The address affects excise registrations, since the address determines whether or not a receipt falls under suspension.
💡 If no second address (whether under excise suspension or not) is known, the billing address is used in the order.
💡 You can follow this 👉 guide to create a new address.
Reference: the reference you want to assign to an order.
Order date: automatically filled in with today’s date. You can adjust this if needed. The order date is used to determine which price list applies to the order.
Requested delivery date: the date on which you want the goods to be delivered (optional).
Expected delivery date: the date on which you expect the goods to be delivered (optional).
Stock location for ordered products: the stock location where the ordered products must be stored.
☝️ For excisable products shipped under excise suspension, this will be your Bonded Warehouse/AGP. This shipment will be accompanied by an eAD document.
Stock location for returned products: the stock location from which returned products should be picked.
💡 In Douano, you can set default stock locations for ordered and returned products in a purchase order. Follow this 👉 guide to set up a default stock location.
Transport method: the transport method to be used for this receipt.
💡 You can follow this 👉 guide to add a new transport method.
Ordered products
Product: select the product you want to purchase. The product must be active and marked as can be purchased to appear in this list.
Quantity: the number of units (pieces, liters, kilograms, …).
Price: unit price, excluding VAT and excises. VAT and excises are known at product level in Douano and are automatically added to the order and the invoice.
💡 The price is automatically retrieved if a purchase price exists for the supplier, order date, and product combination. Quantity may also influence the price if quantity discounts have been set up. Follow this 👉 guide to add a purchase price or price list for a supplier.
💡 By clicking the euro icon at the start of the line, you can see how the price was determined.
💡 By clicking the lock icon, prices can be manually entered or overwritten. The keyboard icon will then turn orange.
Discount: optional discount (percentage or absolute). Switch between types using the slider icon.
Deposit/returnable packaging: automatically retrieved after selecting a product.
Excise duty: automatically retrieved after selecting a product and the customer’s delivery address.
⚠️ For foreign addresses and addresses under excise suspension, no excise duty is charged. The receipt must then be accompanied by an eAD document.
Returned products
Product: select the product you want to return. The product must be active and marked as can be sold to appear in this list. After selecting a product, you can click the stock icon to see the available stock. If insufficient stock is available, the icon turns orange.
Quantity: expressed in the product’s unit.
Price: unit price, excluding VAT and excises.
Discount: optional (absolute or percentage).
Deposit/returnable packaging: automatically retrieved after product selection.
Excise duty: automatically retrieved after product selection and delivery address.
⚠️ As above, no excise duty is charged for foreign addresses or those under excise suspension. These shipments must be accompanied by an eAD document.
Miscellaneous
⚠️ Products purchased via miscellaneous lines are not added to stock. Use miscellaneous lines for services or optional costs.
Description: a clear description of what is purchased or credited. Mention the unit if relevant.
Quantity: number of times the miscellaneous line is charged. Positive numbers increase the total, negative numbers decrease it.
Price: unit price, excluding VAT.
Discount: optional (absolute or percentage, switch with slider icon).
VAT rate: standard is 21%. Certain goods and services may have exceptions.
Discounts
Commercial discount: a percentage discount applied to the full taxable base of the order. Always valid. If a standard commercial discount is set at company level, it appears here by default but can be adjusted.
Cash discount (financial discount): a percentage discount applied to the full taxable base of the order. Only valid if the supplier is paid within the given term. If a standard cash discount is set at company level, it appears here by default but can be adjusted.
Cash discount term: number of days the cash discount is valid. If a standard term is set at company level, it appears here by default but can be adjusted. Legally, VAT is always calculated on the taxable base including this discount, even if the discount term is exceeded.
Remarks on documents
💡 Here you can add remarks to appear on certain documents. If standard document remarks are set at company level, they will appear here by default but can be adjusted.
Document type: the document type on which the remark should appear.
Remark: the remark text.
Links with other transactions
Waiting for: the transactions this purchase order is waiting for.
Requested by: the transactions waiting for this purchase order.
Totals
Green box: shows the total amount payable for this order, with a detailed breakdown.
💡 You can now confirm or save the order.
Save: if the order is not final, you can save it as a draft. You can adjust/complete it later and confirm.
Confirm: sends the order to the Logistics module. In the logistics step, you can add details provided by the supplier, such as expiration date and lot/batch numbers.
Confirm and mark as to be invoiced: skips the logistics step, adds the ordered products directly to stock, and allows you to immediately create the purchase invoice.