Create a material：600 × 600 floor tiles · box
Full instructions and FAQs
Create suppliers and a material catalogue
Prepare supplier contacts, material specifications, units and reference costs.
- 01
Create the supplier
Search existing suppliers first. Add a supplier with name, contact person and phone details if none exists.
- 02
Create a material
Enter a clear name, specification, unit and supplier. Include distinguishing dimensions and a model code where relevant.
- 03
Check costs and units
Confirm whether the cost is per box, item or metre. Material access and visibility of financial costs follow separate permissions.
- 04
Use it in a project
Select the catalogue material in project requirements and enter a quantity. The catalogue itself is neither a purchase order nor a delivery record.
Check your work
Use consistent material names and units and retain supplier references.
Does creating a material add stock?
No. Stock changes through actual receiving and issuing workflows.
Can one purchase contain several materials?
Yes. Requirements for the same supplier can be combined into a multi-item draft.
Turn material requirements into approved purchases
Create suppliers and materials, confirm quantities and dates, and review drawing quantities before buying.
- 01
List requirements
Add material, quantity, required date and selection notes, with estimated costs where permitted. This is still a requirement, not an order.
- 02
Combine pending items
Select confirmed requirements awaiting purchase. Generate drafts grouped by supplier, combining multiple items where appropriate.
- 03
Review and submit
Check supplier, project, quantities and amounts. Submit for approval by an authorised administrator or project manager.
- 04
Print and place the order
Print the approved order, check it and send it to the supplier yourself. Approval does not automatically order or pay for goods.
Check your work
Match purchase items to requirements without duplicate orders and verify supplier and required dates.
Do requirements deduct stock?
No. Requirements, purchases, receiving and stock issue are separate steps.
Can a purchase be cancelled?
An order with no receipts or payments can be cancelled through the available workflow, releasing its requirements back to pending purchase.
Receive partial deliveries and issue materials
Prepare actual quantities and delivery evidence. Check material units and the destination project.
- 01
Open the correct purchase
Match the supplier, project and items to the delivery. Review received and outstanding quantities before adding another receipt.
- 02
Record this delivery
If 8 boxes arrive, record 8 with the delivery reference or attachment. Do not enter the full ordered quantity as received.
- 03
Record the next batch
Add a separate record for the remaining 12 boxes. Company stock increases by each actual delivery and the order updates when complete.
- 04
Issue to site
Select the project, material, quantity and staff member. Issuing reduces stock and records its use; quantities cannot make stock negative.
Check your work
Match the two deliveries to the order total and remaining stock to physical inventory.
Can I freely change a received quantity?
Receiving records have locking restrictions. A complete returns-to-supplier or warehouse-return workflow is not currently provided.
Does receiving mean the supplier has been paid?
No. Receiving updates stock; actual payments are recorded separately.
Record supplier payments and outstanding balances
Prepare payment date, amount, method and reference. Financial write permission is required.
- 01
Review the balance
Check the supplier, total, paid and outstanding amounts. Receiving status does not establish whether an order has been paid.
- 02
Record this payment
Enter the actual amount and date, including separate deposits and balances. A payment cannot exceed the amount outstanding.
- 03
Keep payment evidence
Enter method and reference and retain evidence through the attachment workflow. Confirm the payment links to the same project and purchase.
- 04
Check project finances
Find the same expense in project finances rather than adding it again. When fully paid, verify that the outstanding amount is zero.
Check your work
Match the balance to actual payments and check for duplicate expenses.
Can I pay more than the purchase total?
The system prevents overpayment. Clarify and document any additional charge first.
Does approving a purchase send money?
No. Approval, receiving and payment are separate records, with no automatic bank transfer.