Overview
Knowlix Purchase organizes the full procurement lifecycle from initial quotation requests through vendor billing. Track purchase agreements, manage recurring replenishment, compare vendor offers side by side, and monitor procurement spending with built-in analytical reports. Key features:- Request for quotation (RFQ) creation and vendor communication
- Blanket orders and purchase templates for recurring procurement
- Call for tenders with side-by-side vendor comparison
- Vendor pricelist management with bulk import support
- Automated and temporary reordering rules for stock replenishment
- Bill control policies with optional 3-way matching
- Purchase analysis, vendor cost tracking, and procurement expense reporting
- EDI exchange: export purchase orders as XML files for import into partner systems
Requests for Quotation
A request for quotation is a document sent to a vendor asking for pricing confirmation before committing to a purchase. Once the vendor confirms the terms, the RFQ converts into a confirmed purchase order (PO).Product Configuration
Before products appear on RFQs automatically, configure them at Purchase > Products > Products. On the product form, tick the Purchase checkbox below the product name. Under the Inventory tab, enable the Buy route to allow the product to be replenished through purchasing.Vendor Pricelist on a Product
Open the Purchase tab of the product form and click Add a Line to register a vendor and their price. When that product is added to any future RFQ, the unit price and delivery lead time auto-populate from this record. Default columns on the vendor pricelist include Quantity, Unit Price, and Delivery Lead Time. Additional columns such as Vendor Product Code or Discount (%) can be shown or hidden using the column options icon at the right side of the header row. Alternatively, vendor pricing records can be managed centrally at Purchase > Configuration > Vendor Pricelists.RFQ Dashboard
Navigate to Purchase > Orders > Requests for Quotation to view all active quotations and orders. The dashboard header displays summary counts for the company and for orders where you are the assigned buyer, broken down by status. Status filters at the top of the page:- To Send - RFQs not yet sent to the vendor
- Waiting - RFQs sent by email that are awaiting vendor response
- Late - RFQs or purchase orders where the order deadline has passed
Creating an RFQ
Click New on the RFQ dashboard to open a blank quotation form. Form fields:- Vendor - the supplier receiving this request
- Vendor Reference - the vendor’s own sales or delivery order number; useful for matching incoming shipments
- Blanket Order - links this RFQ to a long-term purchase agreement (visible when Purchase Agreements are enabled)
- Order Deadline - the date by which the vendor must confirm their willingness to supply. After this date, the order is marked late but can still proceed
- Expected Arrival - calculated automatically from the order deadline and vendor lead time. Tick Ask Confirmation to request that the vendor confirm the shipping date by email
- Deliver To - the warehouse receiving location. Set to Dropship if products ship directly to a customer
Sending the RFQ
Click Send by Email to open the email composition window. The message uses the built-in RFQ template and is addressed to the vendor’s email on file. Edit the message as needed and click Send. The RFQ moves to the RFQ Sent stage. Click Print RFQ to download a PDF copy instead.Confirming the Order
Click Confirm Order to convert the RFQ into a confirmed purchase order. The Order Deadline field is replaced by the Confirmation Date reflecting when the order was placed. After confirmation, the system creates a warehouse receipt (when Inventory is installed) with product and arrival information pre-filled. Click Receive Products on the PO to record incoming goods. All email exchanges and internal notes between your team and the vendor are tracked in the order’s activity feed.Blanket Orders
A blanket order is a long-term purchasing agreement with a vendor that locks in product pricing across multiple deliveries over time. Rather than renegotiating on each order, the agreement defines the terms in advance, and individual quotations are generated from it whenever stock is needed. Blanket orders are especially useful when purchasing the same items from the same supplier regularly but in varying quantities.Enabling Purchase Agreements
Navigate to Purchase > Configuration > Settings and tick the Purchase Agreements checkbox under the Orders section. Click Save.Creating a Blanket Order
Navigate to Purchase > Orders > Purchase Agreements and click New. Form fields:- Vendor - the supplier this agreement is with
- Buyer - the user responsible for this agreement (defaults to the creator)
- Agreement Type - select Blanket Order
- Currency - the negotiated currency for transactions under this agreement
- Agreement Validity - the start and end dates of the agreement. Leave blank if the agreement has no expiration
- Reference - optionally link to an existing purchase order
- Operation Type - the warehouse operation applied when goods are received
- Company - relevant in multi-company setups
Generating RFQs from a Blanket Order
Once confirmed, click New Quotation directly on the blanket order form. The new RFQ inherits the vendor, products, quantities, and pricing from the agreement. From the RFQ form, click Send by Email, Print RFQ, or Confirm Order to proceed. Confirmed quotations are tracked under the RFQs/Orders smart button on the blanket order form. The Ordered quantity field on the agreement updates as individual quotations are confirmed, giving a running total of how much has been purchased against the blanket terms.Replenishment Integration
When a blanket order is confirmed, a vendor entry is automatically added to the Purchase tab of each product included in the agreement. This entry includes the vendor, price, and reference to the agreement, allowing automated reordering rules to reference the blanket terms when generating replenishment orders.Call for Tenders
A call for tenders allows procurement teams to request pricing from several vendors for the same goods simultaneously. After collecting responses, the product lines can be compared side by side to select the best combination of price and lead time across vendors.Creating Alternative Quotations
Start by creating an RFQ as described above. Once it is ready, open the Alternatives tab on the RFQ form and click Create Alternative. In the dialog, select the alternative vendor. The Copy Products checkbox is enabled by default, which pre-fills the alternative RFQ with the same products and quantities as the original. Uncheck it if the alternative vendor will supply different items. Click Create Alternative to generate the linked RFQ. Repeat this process for each additional vendor you want to compare. To link a separately created quotation to an existing alternative group, open the RFQ, go to the Alternatives tab, and click Link to Existing RFQ. Select the relevant quotation from the list and click Select.Comparing Product Lines
From any of the linked RFQs, open the Alternatives tab and click Compare Product Lines. This opens the comparison view, which groups all product lines across all linked quotations by product. For each product, all vendor offers appear in separate rows showing price, quantity, and reference. Products you do not want to order from a particular vendor can be removed by clicking Clear on that row. When you identify the best offer for each product, click Choose on that row to select it.Confirming and Cancelling Alternatives
After choosing products from the comparison view, return to the winning RFQ and click Confirm Order. A dialog asks what to do with the remaining unfulfilled alternatives. Choose:- Cancel Alternatives - automatically cancels the other linked RFQs
- Keep Alternatives - leaves them open for future ordering
Purchase Templates
Purchase templates are reusable agreement structures for recurring orders. Unlike blanket orders which tie to a single vendor, purchase templates can be applied to multiple vendors, allowing the same product list to be quickly quoted across different suppliers.Creating a Template
Navigate to Purchase > Orders > Purchase Agreements and click New. To make the template vendor-neutral, leave the Vendor field blank. In the Agreement Type field, select Purchase Template. Under the Products tab, click Add a Line to add recurring items. Set the expected quantity and unit price for each. Prices must be entered manually. Click Confirm to finalize the template.Using a Template
From the confirmed template form, click New Quotation. The RFQ is pre-filled with the products from the template. Select a vendor if none was specified on the template, adjust quantities or prices as needed, then send or confirm the quotation normally. Confirmed orders generated from the template are tracked in the RFQs/Orders smart button.Vendor Pricelists
Adding Prices on the Product Form
Navigate to Purchase > Products > Products, open a product, and go to the Purchase tab. Click Add a Line to register a vendor and their pricing terms. This information auto-fills on any RFQ that includes the product.Importing Vendor Pricelists
To update vendor pricing for multiple products at once, use the bulk import feature. Exporting a template for import: Navigate to Purchase > Configuration > Vendor Pricelists. Tick the checkboxes for the records you want to export, then click the Actions button and select Export. In the export dialog, choose the fields to include. Tick I want to update data (import-compatible export) if you intend to update existing records rather than create new ones. Select XLSX or CSV as the export format and click Export. External ID field: The External ID is a system identifier that tells the import which existing record to update. Without it, each imported row creates a new pricelist entry. If you are updating existing prices, make sure the External ID column is included and populated in your import file. Common import fields:| Field | Purpose | Technical Name |
|---|---|---|
| Vendor | The supplier associated with this entry (required) | partner_id |
| Product Template | The product this pricing applies to | product_tmpl_id |
| Quantity | Minimum quantity threshold to receive this price | min_qty |
| Unit Price | The purchase price from the vendor | price |
| Delivery Lead Time | Days from order confirmation to receipt | delay |
| Sequence | Order priority when multiple vendors exist | sequence |
| Company | Limits the entry to a specific company | company_id |
| External ID | Unique identifier for updating existing records | id |
Reordering Rules
Reordering rules automatically generate purchase orders when product stock falls below a defined minimum, ensuring critical items stay available without manual monitoring.Product Requirements
For reordering rules to work, the product must:- Have the Purchase checkbox enabled on the product form
- Be set to product type Goods under the General Information tab
- Have Track Inventory enabled with a tracking option selected
Setting Up a Reordering Rule
Open the product form and click the Reordering Rules smart button (visible once inventory tracking is enabled). Click Create on the reordering rules page. Configure the rule:- Location - where received stock should be stored
- Min Quantity - when stock drops below this level, a new order is triggered
- Max Quantity - the target stock level after replenishment. The order quantity is Max Quantity minus current stock on hand
- Multiple Quantity - restricts ordering to specific batch sizes. If a multiple is set, the ordered quantity may slightly exceed the Max Quantity to match the batch size
- Unit - the unit of measure for ordering (units, weight, volume, etc.)
Triggering Rules Manually
Reordering rules run automatically on a daily schedule. To trigger them immediately, navigate to Inventory > Operations > Procurement: Run Scheduler and confirm the action.Managing Reordering Rules
View rules for a single product from the product form’s Reordering Rules smart button. To manage all reordering rules across all products, navigate to Inventory > Operations > Replenishment. From this view, rules can be filtered, grouped, archived, or exported in bulk.Temporary Reordering Rules
A temporary reordering rule is a one-time replenishment trigger created automatically when all of the following conditions are true:- The product’s route is set to Buy
- No standing reordering rule exists for the product
- Stock on hand is 0
- The product appears on a confirmed sales order
Configuration
Navigate to Inventory > Products > Products and open or create a product. Ensure:- Can be Sold and Can be Purchased are both enabled
- Product type is Storable Product
- Under the Purchase tab, at least one vendor and price is set
Workflow
- Confirm a sales order for the product while stock on hand shows 0
- Navigate to Inventory > Operations > Replenishment - the product appears with a negative forecast and a Buy route
- Click Order Once on the product row to generate a one-time purchase order
- Go to Purchase, open the generated PO, click Confirm Order, then Receive Products, then Validate
- Deliver and invoice the original sales order
Bill Control Policies
The bill control policy determines when vendor bills can be created relative to purchase order status. Navigate to Purchase > Configuration > Settings and scroll to the Invoicing section. Policy options:- Ordered Quantities - a draft vendor bill is created immediately upon PO confirmation. The bill reflects the quantities ordered, not yet received
- Received Quantities - a bill can only be created after products have been received. Attempting to create a bill before receiving anything triggers an error
3-Way Matching
3-way matching prevents payment of vendor bills until at least some of the ordered products have been received. Enable it at Purchase > Configuration > Settings under Invoicing. When enabled, vendor bills display a Should Be Paid field on the Other Info tab with three possible states:- Yes - products have been received and the bill is payable
- No - bill has been paid
- Exception - bill details were manually edited after generation; the system notes the discrepancy but does not block payment
Billing Status
After confirming a PO, check its billing status under Other Information tab:| Billing Status | Received Quantities Policy | Ordered Quantities Policy |
|---|---|---|
| Nothing to Bill | PO confirmed; no products received | Not applicable |
| Waiting Bills | Some or all products received; no bill yet | PO confirmed |
| Fully Billed | Draft bill created after receipt | Draft bill created |
Creating and Managing Vendor Bills
From a Purchase Order (Ordered Quantities)
- Navigate to Purchase > Orders > Purchase Orders and open or create a PO
- Add a vendor and products, then click Confirm Order
- Click Create Bill - a draft vendor bill opens
- Set the Bill Date and click Confirm on the bill
- Click Register Payment, confirm the journal and payment details, and click Create Payment
From a Purchase Order (Received Quantities)
- Confirm the PO as above
- Click the Receipt smart button and click Validate to record received quantities
- Return to the PO and click Create Bill
- Set the Bill Date, click Confirm, then Register Payment and Create Payment
From Accounting
Vendor bills can also be created without a purchase order. Navigate to Accounting > Vendors > Bills and click New. Add a vendor, add products under the Invoice Lines tab, set a bill date, and click Confirm. To link to an existing PO, click the Auto-Complete drop-down before confirming and select the relevant order. After confirmation, the Journal Items tab shows the account postings based on the vendor and product configurations.Batch Billing
To process multiple bills at once, navigate to Accounting > Vendors > Bills, select multiple bills using the checkboxes, and click Register Payment. Set the journal, payment date, and method. The Group Payments option (if Batch Payments is enabled) creates a single payment across all selected bills.Purchase Analysis Report
Navigate to Purchase > Reporting > Purchase to access the Purchase Analysis report. The report tracks procurement statistics across all purchase orders and RFQs, with configurable measures and grouping options.Available Measures
Click Measures to select the dataset displayed:| Measure | Description |
|---|---|
| # of Lines | Total number of order lines across all orders |
| Average Cost | Average cost per order |
| Days to Confirm | Average days from creation to order confirmation |
| Days to Receive | Average days from order placement to product receipt |
| Gross Weight | Total weight of purchased products |
| Qty Billed | Quantity already invoiced to vendors |
| Qty Ordered | Total quantity ordered |
| Qty Received | Quantity received so far |
| Qty to Be Billed | Quantity received but not yet billed |
| Total | Total amount spent including tax |
| Untaxed Total | Total amount excluding tax (default measure) |
| Volume | Total volume for products measured by volume |
| Count | Total number of orders |
Example: Delivery Performance by Vendor
To compare how quickly each vendor delivers:- Open the report and switch to bar chart view
- In the search filters, set a date range (e.g., Confirmation Date: current year)
- Under Group By, select Vendor
- Click Measures and choose Days to Receive
Example: Spending Comparison Between Periods
To compare spending with a specific vendor across two months:- Open the report and switch to pivot view
- Search for the vendor name in the search bar
- Under Filters, select the current month
- Under Comparison, select Previous Period
- Under Measures, keep Total and Untaxed Total
- Click the row group button and select Product
Procurement Expenses Report
The procurement expenses report summarizes spending by vendor and product category over a defined period, with optional period comparisons.Building the Report
- Navigate to Purchase > Reporting > Purchase
- Switch to Pivot view using the icon at the top right
- Remove any default search filters
- Under Filters, choose a date field (Order Date or Confirmation Date) and select a time range (month, quarter, or year)
- Under Group By, select Vendor, then Product Category
- Under Comparison, select Previous Period or Previous Year
- Click Measures and add relevant metrics:
- Total and Untaxed Total for spending overview
- Average Cost to evaluate cost efficiency
- Days to Confirm and Days to Receive for supplier performance
- Qty Ordered and Qty Received for order fulfillment analysis
- Qty Billed and Qty to be Billed for billing accuracy
Vendor Costs Report
The vendor costs report tracks price changes from individual vendors over time, helping identify cost inflation and seasonal pricing patterns.Building the Report
- Navigate to Purchase > Reporting > Purchase
- Switch to Pivot view
- Remove any default filters
- Under Filters, select a date range by Order Date or Confirmation Date
- Under Group By, select Vendor first, then Product
- Under Comparison, select Previous Period or Previous Year
- Click Measures and add Average Cost plus any additional metrics
EDI Purchase-to-Sales Order Exchange
Electronic Data Interchange (EDI) lets two companies using separate systems exchange structured order data without manual re-entry. In Knowlix, a confirmed purchase order can be exported as an XML file and imported directly as a sales order in the partner’s system.Roles
Buyer system - creates and confirms purchase orders, then generates the XML export. The vendor should be set up as a portal user in the buyer’s system. Seller system - receives the XML file and imports it as a sales order with product lines, quantities, and prices already populated.Workflow
Buyer side:- Create an RFQ in Purchase, set the vendor as the seller’s portal user account, and click Confirm Order
- The confirmed PO becomes available in the seller’s portal view
- Log in to the buyer’s system as a portal user
- Go to the portal dashboard and click Our Orders
- Open the relevant purchase order and click Connect with Your Software
- In the dialog, copy the provided URL and paste it into a new browser tab to download the XML file
- Log in to your own system, open the Sales module, and either click Upload or drag and drop the downloaded XML file onto the Quotations dashboard
- The system generates a sales order pre-filled with the buyer’s product lines, quantities, and prices