How to Manage Purchases?

Rentablez takes a purchase from “we need this” to “we’ve paid for it” in one connected flow. For example, when your fleet needs another Hyundai Creta, you raise a purchase request with the estimated cost, turn it into a purchase order for your chosen vendor, mark it sent, record the delivery when the car arrives, enter the vendor’s bill (which adds the car to your assets), and record the payment — every step linked to the one before it.

Everything here lives in the Purchases menu in the top navigation: Purchase Requests, Purchase Orders, Bills, and Accounts Payable. The menu needs the Accounting & Financials module on your plan. Purchase requests use the procurement.read / procurement.write permissions (approving one needs procurement.approve); purchase orders, bills and payments use vendors.read / vendors.write.

The Purchase Flow at a Glance

Purchase Request → Purchase Order → Send → Receive → Bill → Payment

You can also skip the request and raise a direct PO when there’s nothing to approve — see Creating a Direct PO.

Step 1 — Raise a Purchase Request

Go to Purchases → Purchase Requests and click + New Purchase Request.

Under Items, add one line per thing you need:

• Item — type a description, or pick an existing asset model so the purchase is linked to it (you’ll see Linked to an existing asset model under the line).
• Quantity — how many you need.
• Est. Unit Cost — your best estimate. The Est. Total and the Estimated Total for the request update as you type.

Use Add Line for more items, then click Save Purchase Request. The request gets a number like PR-26-10-00003.

Approvals. If purchase-request approval isn’t switched on for your organization, a saved request is Approved straight away and you can order against it immediately. If approval is on, the request is saved as a Draft — click Submit to send it for approval. Someone with procurement.approve then clicks Approve or Reject (a reason is required). You can’t approve a request you raised yourself.

Purchase request statuses

The request header always shows how much has been ordered so far (for example, 0/1 units ordered), and the Ordered and Ordered via columns show which PO each line landed on.

Step 2 — Compare Vendor Quotes (Optional)

On an approved request, click Vendor Quotes to collect prices before you commit. Add the vendors you’ve asked, click Record quote to enter each vendor’s prices as they come in (by email or phone), and use Compare to see the quotes side by side. Award the best quote and Rentablez prices the PO from it.

You can skip this step entirely — if no quote is awarded, the PO is priced from the request’s estimated costs.

Step 3 — Create the Purchase Order

On the request, click Create PO. The New PO — from PR-… page opens with the request’s open lines already filled in.

1. Vendor — search and pick the vendor this PO goes to. If they aren’t set up yet, click + New Vendor in the dropdown to add them on the spot.
2. Expected delivery — optional date you expect the goods.
3. Lines — each open request line is ticked by default. For each one you can adjust Order now (the quantity on this PO) and the Unit price. Untick a line to leave it for another vendor’s PO.
4. Check the PO total, then click Save Purchase Order.

The PO is saved as a Draft with a number like VPO-26-10-00003, and links back to its request. If you only ordered part of the request, the request moves to Partially Ordered and you can click Create PO again for the rest.

Step 4 — Send the PO to the Vendor

Open the PO. While it’s a Draft you can still Edit it. When it’s final, click Send — the PO moves to Sent and records the date it was sent to the vendor.

From the PO page you can also:

• PDF — download the purchase order as a PDF.
• Email — email the PO straight to the vendor. This button only appears when the vendor has an email address on file.

Once a PO is sent it can no longer be edited — it’s locked to match what the vendor received.

Step 5 — Receive the Goods

When the delivery arrives, open the PO and click Receive. In the Receive Items window, enter the Receiving Now quantity for each line (or click Receive everything), then click Record Delivery.

• Partial deliveries are normal. If only some items arrive, the PO moves to Partially Received and you can receive the rest later.
• Once every line is received, the PO moves to Received (“All items received — PO complete”).
• Each delivery is listed under Deliveries on the PO with its date and quantities.

Received assets are not added to your inventory yet — they go into inventory when the bill is recorded in the next step.

Step 6 — Record the Vendor’s Bill

On a received PO, click Create Bill. The New Vendor Bill form opens pre-filled from the PO, with quantities set to what’s been received but not yet billed.

1. Enter the vendor’s Invoice Number (required) and check the Invoice Date and Due Date.
2. Review each line’s quantity, rate and tax %.
3. Under Where this lands, choose how each line is booked:
   • Capitalize as asset — adds the item to your inventory. Pick Add new units to inventory (choose the Asset model and optionally enter serial numbers) or Add cost to a unit we already own.
   • Operating expense — a running cost, not an asset.
   • Service job cost — cost for a service or repair job.
4. Click Save Bill.

The bill opens with status Pending, and the Where it landed column links to the new asset unit (for example, Asset unit BHAV-HYN-CRT-0006). For the full bill form — GST details, attachments and bills without a PO — see Recording Vendor Invoices & Payments.

Step 7 — Record the Payment

On the bill, click Record Payment:

Click Record Payment. The bill’s status updates automatically — Paid for the full amount, Partial for less — and the payment appears under Payments on the bill.

Purchase Order Statuses

Partially Received and Received are set automatically by Receive — you can’t pick them by hand. Close stops further deliveries against a PO; goods already received can still be billed afterwards, since the vendor’s invoice often arrives later.

Creating a Direct PO

Don’t need a request? Go to Purchases → Purchase Orders and click + New Purchase Order (or click direct PO on the Create PO page).

Fill in the Vendor, Order Date, Expected Delivery, Payment Terms, Delivery Terms and Notes, then add Line Items. For each line choose the type — Asset purchase, Service or Other — and enter the description, quantity, unit price and tax. For an asset purchase, pick the Asset model it belongs to. Click Save Purchase Order, and the PO follows the same Send → Receive → Bill flow from Step 4.

Finding a Purchase Order or Request

Both lists support search and filters. On Purchase Orders, search by PO number and filter by Vendor, Status and an order date range. On Purchase Requests, search by request number and filter by Status to see what’s waiting for approval or still open to order.

Related Articles

• Vendor Management Overview
• How to Manage Vendors?
• Recording Vendor Invoices & Payments
• Payables Aging & Vendor Statements