Purchases

A purchase order (PO) in Mosce ERP documents what you ordered from a supplier. When you receive the goods, stock goes up automatically and the product's average cost is recalculated. You can send the order to the supplier by email (optional), receive it without sending it, void a receipt if you made a mistake, and capture the supplier invoice to carry it to accounting and accounts payable.

Reading time: ~8 min

When to use this

Create a purchase order when:

• You are going to order goods from a supplier and want a formal record before they arrive.
• You need to control what is pending receipt and compare it against what actually came in.
• You want the stock entry to be tied to the document that justified it (traceability and auditing).

Before you start

• You need at least one supplier created (Operations → Suppliers).
• The products you are going to buy must exist.
• Define which warehouse the goods will enter (it can be changed at receipt).
• Permissions required depending on the action: purchases:create (create), purchases:send (send to the supplier), purchases:receive (receive goods), and purchases:cancel (cancel an order or void a receipt). These permissions are independent: a user can be allowed to receive without being allowed to send, and vice versa. The inherited purchases:manage permission still works for old roles. See Users, roles, and permissions.

Step by step

1. Create the order (Draft status)

1. Go to Purchases in the side menu.
2. Click New purchase.
3. In the Purchase data section fill in:
   • Supplier (required).
   • Warehouse - suggested destination for the receipt (can be changed later).
   • Expected delivery date (optional).
4. In Items add each line with:
   • Product or a free description (at least one).
   • Ordered quantity.
   • Unit cost (in RD$) - it is preloaded from the product's cost and is then editable. It is a "snapshot" of the price agreed with the supplier: if you later change the product's cost in its record, this order is not rewritten. See Costs, margins, and prices.
   • Discount % and Purchase tax - the tax is preloaded from the purchase tax configured on the product record, and you can change it per line.
   • Margin for this purchase (%) (optional) - the profit margin you want to apply to these products. It is reused at receipt to suggest the sale price. If you leave it empty, at receipt the product's margin or the company's fallback margin is used.
5. The Public notes appear on the PDF; the internal ones are only for your team.
6. Save.

The order stays in Draft status. In that state you can still edit it or delete it entirely, and the supplier is not yet aware.

1.b Edit several products at once (batch edit)

When an order has many lines, adjusting them one by one is slow. Click Batch edit in the items section to open a modal with tabs that let you change several products at once:

• Quantities - adjust the ordered quantity of each line.
• Discounts - apply the discount % per line.
• Costs - adjust the unit cost per line.
• Margins - capture the "for this purchase" margin that will be reused at receipt to suggest the sale price (preview: it shows the resulting price, but does not write the product's price until you receive).

The changes are applied to the document's lines when you confirm the modal and are saved when you save the order. The same tool exists in quotes and sales orders (with Prices tabs instead of Costs). See Quotes and Sales orders.

2. Send the order to the supplier by email (optional)

Sending the order to the supplier is optional: you can receive the goods without ever sending it (see step 3). If you want to formally notify the supplier:

1. Open the purchase detail.
2. Click Send (requires the purchases:send permission).
3. Confirm in the dialog.

On confirmation, Mosce ERP generates the order PDF and sends it by email to the supplier with the PDF attached - just like sending a quote to a customer. The order moves to Sent status. From there you can no longer edit the items or delete it; only receive or cancel it. You can also download the PDF yourself to send it by another means.

Requirements to send:

• The supplier must have an email registered on their record. If it is missing, you will see the error The supplier's email is missing.
• The tenant's email integration must be configured (Settings › Integrations). If not, you will see Email integration not configured.

Resend: you can resend the order (for example, if the supplier did not receive it) with the Resend button. There is a waiting period of 1 hour between sends; meanwhile the button shows a countdown. Resending works as long as the order is not closed (fully received or cancelled).

Mosce ERP does not have a multi-level approval flow. Sending is triggered directly by whoever has the purchases:send permission. If your business needs prior sign-off, handle it before clicking Send.

3. Receive goods (partial or full)

You do not need to send the order to receive it: you can receive directly from Draft status. The "Sent" step is optional and may never be marked.

When the goods arrive:

1. Open the order and click Receive goods (available in Draft, Sent, and Partially received; requires the purchases:receive permission).
2. In Receipt data capture:
   • Supplier invoice no. (optional at receipt, required if you are going to carry it to accounting).
   • Voucher type of the supplier - the fiscal voucher type associated with the purchase (purchases of goods, expenses, capital goods, etc.).
   • General notes for the receipt.
3. In Items to receive Mosce ERP shows the ordered, previously received, and pending quantities. For each item indicate:
   • Quantity to receive - cannot exceed the pending amount.
   • Destination section - where the goods will be stored physically.
   • Margin for this purchase (%) - preloaded with the margin you captured on the order (if you did) and used to suggest the sale price after recalculating the cost. See Costs, margins, and prices.
   • Item notes (optional).
   • If the product is managed by lot: lot number (required) and expiration date (optional).
   • If the product is managed by serial number: the list of serial numbers (one per unit received; the count must match the quantity).
   • If the product has variants: the variant selector (required).
4. Withholding preview (if applicable). When the purchase generates tax withholding - because the supplier is informal and you issue an electronic Purchase Voucher on their behalf, or because the supplier is formal and what you buy requires withholding - Mosce ERP shows, before confirming, an estimate of the withholding: the ITBIS withheld and, for services, the ISR withheld that apply according to the supplier type and what you buy. This way you know in advance how much will be paid to the supplier net (total minus what is withheld). The rules for when and how much is withheld are explained in ITBIS and ISR withholding on purchases; the supplier type is defined on their record (see Suppliers).
5. Register receipt.

What happens on confirmation:

• A receipt is created with its own folio that stays in the receipt history.
• For each item received, the system adds stock to the destination section and recalculates the product's average cost. If the cost went up and you have automatic price updating enabled, the sale price may adjust (it only goes up, never down) according to the margin - see Costs, margins, and prices.
• If there are still goods missing, the order moves to Partially received. If you completed everything, it moves to Received and the receipt date is sealed.
• If there was withholding, the withheld amounts are recorded as a debt of your business toward the DGII and the supplier is paid net. These amounts travel automatically to the period's Formato 606 and IR-17 (see DGII reports).

Stock is processed in the background: it may take a few seconds to be reflected. If more than a minute passes, check Inventory → Movements.

You can make multiple partial receipts on the same order until the ordered amount is covered. Each one is recorded on the Receipt history tab of the detail.

Purchase order statuses

4. Link the supplier invoice

The purchase order documents what you ordered; the supplier invoice (Vendor Bill) documents what you have to pay and how it is booked. Mosce ERP handles them as separate but linked entities:

• Capture the invoice from Accounting → Supplier invoices, choosing the order it corresponds to.
• The invoice inherits the supplier, the totals, and the ITBIS from the receipt and automatically generates the ledger entry (debiting inventory or expense against accounts payable).

For the full procedure see Supplier invoices.

5. Cancel an order

An order can be cancelled in Sent or Partially received status (requires the purchases:cancel permission):

1. On the detail, click Cancel.
2. Write a reason (minimum 5 characters). It is saved together with the user and the date.
3. Confirm.

Warning: cancelling an order does not reverse the stock of the receipts you already made. The cancellation only closes the order going forward. If you need to undo a receipt, use Void receipt (step 6). If you need to return goods to the supplier, record the corresponding inventory adjustment or transfer.

Orders in Draft are not cancelled: you simply delete them with the trash button.

6. Void a receipt

If you registered a receipt by mistake, you can void it: it reverses the inventory, the ledger entries, and, when the receipt had an auto-issued Electronic Purchase Voucher, it automatically issues an Electronic Credit Note referencing that voucher. The Void receipt button appears on the purchase detail (requires the purchases:cancel permission) when all of these conditions are met:

• It is the last non-voided receipt of the purchase. If there are more recent receipts, void the most recent one first.
• The receipt falls within an open fiscal period. If the period is already closed, record an inventory adjustment with the current date instead of voiding.
• There is no supplier invoice recorded for the purchase. If you already recorded it, void the invoice first.
• The inventory processing of the original receipt has already finished.

On the confirmation page:

1. Write a required reason (between 10 and 500 characters). It stays in the history.
2. Issue Electronic Credit Note - when the receipt has an associated electronic voucher, this option is enabled and locked: the regulation requires generating the note. When there is no electronic voucher, the option is optional and off by default.
3. Confirm.

What happens when you void:

• The inventory is returned to the original section (it stays as an outflow in the movement history). If there were sales between the receipt and the void that consumed that stock, the balance may go negative - it will appear in the stock reports so you can regularize it.
• The original ledger entry is reversed with an opposite entry: the books are left as they were before the receipt.
• If the Electronic Credit Note is issued, it becomes visible in the vouchers tray with its own number and is sent to the regulator through the usual channels.

Regulatory (DGII) rules the system applies automatically when issuing the note:

• The note references the original voucher by number and date (<NCFModificado> and <FechaNCFModificado>).
• The modification reason is reported as "1: Anula el NCF modificado" - the official coding for a full annulment.
• ITBIS reduction indicator: if more than 30 calendar days have passed since the original voucher was issued, the note is issued indicating that it does NOT reduce the ITBIS Tax Credit; within 30 days it does reduce it. The system applies this window automatically and shows you the value that will be issued. This rule is defined by the DGII (see DGII portal).

"Electronic Credit Note" is the term you will see in the panel and the one your accountant uses. The XML element names (<NCFModificado>, <CodigoModificacion>) are the regulator's public vocabulary and appear the same way on the DGII portal.

Expected result

• Every purchase from the supplier is documented end to end: draft → (optional send) → receipts → invoice.
• Each product's stock grows exactly by what you received, not by what you ordered.
• The product's average cost reflects real purchases, not theoretical ones.
• Your accounting team can capture the supplier invoice with a couple of clicks, linked to the PO.
• A receipt registered by mistake can be undone (voided) with its effect on inventory, accounting, and vouchers.

Common errors

• The quantity exceeds the pending amount - you are trying to receive more than what is left for that line. Adjust the quantity or check whether you already received earlier.
• Select a destination section - you cannot receive without telling Mosce ERP where to store the goods. The error clears as soon as you choose the section.
• The Receive button does not appear - it is already fully received or cancelled. (Receive is available in Draft: you do not need to send first.)
• The supplier's email is missing (when sending) - add an email on the supplier record before sending the order.
• Email integration not configured (when sending) - configure the email provider in Settings › Integrations.
• Wait to resend - there is a 1-hour period between sends; the button shows the countdown.
• I received goods and the stock does not appear - processing happens in the background; wait a few seconds. If more than a minute passes, check Inventory → Movements filtering by the product and, if needed, contact support.
• I cancelled the order but the received stock is still there - this is the expected behavior. To undo a receipt use Void receipt; to return to the supplier, make an adjustment or transfer.
• "Void receipt" does not appear - check the conditions: it must be the last non-voided receipt, the fiscal period must be open, and there must be no supplier invoice recorded.

Related

• Costs, margins, and prices - cost frozen per order, weighted average cost, and suggested price.
• Products - cost, taxes, lots, serials, and variants.
• Inventory and stock
• Warehouses
• Suppliers
• Supplier invoices
• Supplier payments
• Users, roles, and permissions - separate purchase permissions.
• ITBIS and other taxes - ITBIS and ISR withholding on purchases.
• DGII reports - Formato 606 and IR-17 with the period's withholdings.