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Procurement governs stock acquisition from external suppliers, lot allocation, and financial accounts payable tracking.

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1. Purchase Orders (PO)

  1. Navigate to Inventory → Procurement → Purchase Orders → Click + Create PO.
  2. Select Supplier (e.g. “Addis Spice PLC”) and expected delivery date.
  3. Add item lines, quantities in Packaging or Base Units, and agreed unit cost in ETB.
  4. Click Save Draft or Approve & Issue PO.

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2. Goods Receipt Notes (GRN) & FIFO Lots

When physical shipments arrive at the Central Store, the storekeeper records a Goods Receipt Note (GRN).

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Receiving Workflow:

  1. Open Inventory → Goods Receipts (GRN) → Click + New GRN.
  2. Select Supplier and optional PO Reference.
  3. Select Destination Storage Location (e.g. Central Store).
  4. For each item received:
    • Input quantity received (e.g. 10 Crates or 500 kg).
    • Enter Actual Unit Purchase Price (ETB).
    • Input Lot Expiry Date (if applicable).
  5. Click Post GRN.

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System Actions on GRN Post:

  • Automatically converts packaging units to base units.
  • Generates a unique InventoryLot (e.g. LOT-20260921-001) storing exact remaining quantity, cost price, and timestamps.
  • Appends a GRN_RECEIPT record to StockMovement.
  • Increases supplier’s outstandingBalanceEtb for Accounts Payable tracking.

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3. Supplier Payments & Accounts Payable

Track supplier balances and record invoice payments:
  1. Open Inventory → Supplier Payments → Click + Record Payment.
  2. Select Supplier and linked GRN Reference.
  3. Input Amount Paid (ETB), payment method (Cash, Bank Transfer, Check), and reference number.
  4. Click Save Payment.
  5. System updates GRN payment status (UNPAID → PARTIALLY_PAID → PAID).
Supplier credit limits and outstanding balances can be monitored in real time under Supplier Performance & AP Summary analytics.