Purchase Management — Features (Full Detail)

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Features (Full Detail) — Purchase Management

Current version: v1.0.0

Enterprise purchase and procurement management for Perfex CRM

This page explains module capabilities in depth so new users understand what each feature does, why it matters, and how to use it inside Perfex CRM.

Feature catalog (explained)

Every major capability below is explained in plain language — what it is, why it helps, and how to use it.

Screens map — what each menu is for

These are the admin screens registered by Purchase Management. Click a name in the Knowledge Base for a full how-to, or open the path in admin.

Features & workflows from documentation

Features

Suppliers

• Supplier master with contacts, attachments, ledger, and statement PDF
• CSV and Excel export
• Opening balance and credit tracking

Purchase requests (PR)

• Draft → submit → approval workflow
• Line items (catalog or manual when enabled)
• Attachments and convert-to-PO

RFQ & quotations

• RFQ creation from PR or standalone
• Supplier quotation entry, comparison, and award
• Email invitation to suppliers
• RFQ PDF download

Purchase orders (PO)

• Tax, discount, shipping, terms
• Email with PDF attachment
• Receipt tracking (partial / full)
• Billing status — PO marked billed only when all lines are fully billed

Goods receipt (GRN)

• Warehouse integration modes: auto, required, disabled
• Stock movement hooks for Inventory Management module
• PDF export

Supplier bills

• Three-way match (PO qty/price vs GRN received qty)
• Partial billing support
• Approve / reject / cancel workflow

Payments

• Multi-bill split allocations (on-account supported)
• Void reverses all allocations and bill balances
• Payment receipt PDF

Returns

• Purchase return documents with approval workflow
• PDF export

Approvals

• Multi-level approval (configurable staff per level)
• Delegation sync across PR, PO, Bill, Return
• Dedicated approvals inbox

Dashboard & reports

• KPI dashboard and top suppliers widget
• 13 report types with CSV, Excel, and PDF export
• Supplier statement and aging

Security

• Destructive actions require POST (+ CSRF for module URLs)
• Upload MIME and rel_type validation
• Export rate limiting
• No generic admin bypass on assigned approval steps

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Permissions

Approvals inbox: staff with purchase_dashboard view or document approve permissions (pm_can_access_approvals()).

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Typical workflow

PR (optional) → RFQ (optional) → PO → GRN → Supplier Bill → Payment
                                      ↘ Return (optional)

Each document type supports draft, approval (when enabled), and status-specific actions. See [docs/DOCUMENTATION.md](docs/DOCUMENTATION.md) for step-by-step usage.

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Document workflow

Purchase request (PR)

Statuses: draft → submitted → pending_approval → approved / rejected → converted / cancelled

1. Create PR with line items (catalog items or manual lines if pm_allow_manual_items is enabled).
2. Upload attachments on the PR view page.
3. Submit for approval (when pm_require_approval is on and amount exceeds limit).
4. Approved PR can be converted to PO or used as source for RFQ.

Actions on view: Edit (draft/rejected), Submit, Approve/Reject (inbox), Cancel, Convert to PO.

RFQ

Statuses: draft → sent → closed / cancelled

1. Create RFQ manually or link from an approved PR.
2. Add invited suppliers and line items (qty, UOM, specifications).
3. Send — emails suppliers with quotation link (no PDF attachment; see [ROADMAP.md](ROADMAP.md)).
4. Enter supplier quotations; use Compare to evaluate; Award winning quotation.
5. Download PDF from list or view page.

Feature toggle: pm_enable_rfq in settings.

Purchase order (PO)

Statuses: draft → pending_approval → approved → sent → partially_received / fully_received → billed → closed / cancelled

1. Create from PR, RFQ award, or directly (if pm_allow_po_without_pr).
2. Set supplier, lines, tax, shipping, payment terms.
3. Approve and Send — email includes PO PDF attachment.
4. Create GRN against PO as goods arrive.
5. PO billing status:

- Partial bill: PO stays at partially_received or fully_received.

- Full bill: All line billed_qty ≥ line quantity → status becomes billed.

GRN (Goods receipt)

Statuses: draft → posted / cancelled

1. Select PO and received quantities per line.
2. Warehouse field behaviour depends on pm_warehouse_integration:

- auto — optional warehouse

- required — warehouse mandatory

- disabled — no warehouse validation; no stock sync

1. Posting updates PO received quantities and may sync inventory (Inventory Management module).

Supplier bill

Statuses: draft → pending_approval → approved → partially_paid / paid / overdue / cancelled

1. Create from PO (pulls unbilled quantities) or manually.
2. Three-way match checks PO price/qty vs GRN received qty (unless pm_allow_bill_without_grn).
3. On approval, PO line billed_qty increases; PO billing status refreshes automatically.
4. Download bill PDF from list or document view.

Payment

1. Record payment against one or more approved bills (allocation UI).
2. On-account payments (no bill allocation) supported.
3. Void reverses all allocations and restores bill balances/status.
4. Payment receipt PDF available.

Database: allocations stored in pm_supplier_payment_allocations (migration 101).

Return

Statuses: draft → pending_approval → approved → posted / cancelled

Create return against GRN/bill context. Approval workflow and PDF export supported.

Feature toggle: pm_enable_returns.

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Module settings

Path: Purchase Management → Settings

Prefix & numbering

General

Approval

When role mode is selected, any active staff member with the configured Perfex CRM role can approve that step from the inbox.

API & webhooks

Feature toggles

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Reports & exports

Path: Purchase Management → Reports

Export formats: CSV, Excel (.xls), PDF — via Pm_export library.

Suppliers list: CSV and Excel export from Suppliers → Export buttons.

Export endpoints use pm_export_rate_limit() to reduce abuse.

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Integrations

Inventory Management

When pm_warehouse_integration is not disabled and the Inventory Management module is active:

• GRN post creates stock movements
• GRN cancel reverses movements

Setting: Settings → Warehouse integration.

Perfex CRM items & taxes

Line items can reference Perfex CRM catalog items (pm_get_items()). Tax rates resolve via pm_resolve_line_tax_rate() and Perfex CRM tax settings.

Email

RFQ send and PO send use pm_send_email(). Both include PDF attachments when sending.

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REST API & webhooks

Configure under Settings → API & Webhooks.

API endpoints

Webhook events

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Cron & automation

Hook: after_cron_run → purchase_management_cron_tasks()

• Overdue bills: Supplier_bill_model::check_overdue_bills() marks approved unpaid bills past due date as overdue.

Ensure Perfex CRM cron is configured and running.

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Document workflow

Purchase request (PR)

Statuses: draft → submitted → pending_approval → approved / rejected → converted / cancelled

1. Create PR with line items (catalog items or manual lines if pm_allow_manual_items is enabled).
2. Upload attachments on the PR view page.
3. Submit for approval (when pm_require_approval is on and amount exceeds limit).
4. Approved PR can be converted to PO or used as source for RFQ.

Actions on view: Edit (draft/rejected), Submit, Approve/Reject (inbox), Cancel, Convert to PO.

RFQ

Statuses: draft → sent → closed / cancelled

1. Create RFQ manually or link from an approved PR.
2. Add invited suppliers and line items (qty, UOM, specifications).
3. Send — emails suppliers with quotation link (no PDF attachment; see [ROADMAP.md](ROADMAP.md)).
4. Enter supplier quotations; use Compare to evaluate; Award winning quotation.
5. Download PDF from list or view page.

Feature toggle: pm_enable_rfq in settings.

Purchase order (PO)

Statuses: draft → pending_approval → approved → sent → partially_received / fully_received → billed → closed / cancelled

1. Create from PR, RFQ award, or directly (if pm_allow_po_without_pr).
2. Set supplier, lines, tax, shipping, payment terms.
3. Approve and Send — email includes PO PDF attachment.
4. Create GRN against PO as goods arrive.
5. PO billing status:

- Partial bill: PO stays at partially_received or fully_received.

- Full bill: All line billed_qty ≥ line quantity → status becomes billed.

GRN (Goods receipt)

Statuses: draft → posted / cancelled

1. Select PO and received quantities per line.
2. Warehouse field behaviour depends on pm_warehouse_integration:

- auto — optional warehouse

- required — warehouse mandatory

- disabled — no warehouse validation; no stock sync

1. Posting updates PO received quantities and may sync inventory (Inventory Management module).

Supplier bill

Statuses: draft → pending_approval → approved → partially_paid / paid / overdue / cancelled

1. Create from PO (pulls unbilled quantities) or manually.
2. Three-way match checks PO price/qty vs GRN received qty (unless pm_allow_bill_without_grn).
3. On approval, PO line billed_qty increases; PO billing status refreshes automatically.
4. Download bill PDF from list or document view.

Payment

1. Record payment against one or more approved bills (allocation UI).
2. On-account payments (no bill allocation) supported.
3. Void reverses all allocations and restores bill balances/status.
4. Payment receipt PDF available.

Database: allocations stored in pm_supplier_payment_allocations (migration 101).

Return

Statuses: draft → pending_approval → approved → posted / cancelled

Create return against GRN/bill context. Approval workflow and PDF export supported.

Feature toggle: pm_enable_returns.

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Module settings

Path: Purchase Management → Settings

Prefix & numbering

General

Approval

When role mode is selected, any active staff member with the configured Perfex CRM role can approve that step from the inbox.

API & webhooks

Feature toggles

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Reports & exports

Path: Purchase Management → Reports

Export formats: CSV, Excel (.xls), PDF — via Pm_export library.

Suppliers list: CSV and Excel export from Suppliers → Export buttons.

Export endpoints use pm_export_rate_limit() to reduce abuse.

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Integrations

Inventory Management

When pm_warehouse_integration is not disabled and the Inventory Management module is active:

• GRN post creates stock movements
• GRN cancel reverses movements

Setting: Settings → Warehouse integration.

Perfex CRM items & taxes

Line items can reference Perfex CRM catalog items (pm_get_items()). Tax rates resolve via pm_resolve_line_tax_rate() and Perfex CRM tax settings.

Email

RFQ send and PO send use pm_send_email(). Both include PDF attachments when sending.

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REST API & webhooks

Configure under Settings → API & Webhooks.

API endpoints

Webhook events

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Cron & automation

Hook: after_cron_run → purchase_management_cron_tasks()

• Overdue bills: Supplier_bill_model::check_overdue_bills() marks approved unpaid bills past due date as overdue.

Ensure Perfex CRM cron is configured and running.

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Listing highlights

bash modules/purchase_management/build_release.sh
bash modules/purchase_management/codecanyon_submission/build_submission_assets.sh

Official HTML documentation (feature sections)

PR (optional) → RFQ (optional) → PO → GRN → Supplier Bill → Payment
                                      ↘ Return (optional)

GET /purchase_management/api/suppliers
GET /purchase_management/api/purchase_orders/{id}
GET /purchase_management/api/supplier_bills/{id}
GET /purchase_management/api/payments/{id}

Related: Quick Start · How to Install · FAQ & Tips · Version & Changelog