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👔 Purchaser Guide

Learn how to manage purchase requests, orders, and inventory effectively.

🎯 Your Main Responsibilities​

As a purchaser, you will:

  • Create and manage purchase requests
  • Process purchase orders
  • Handle goods received notes (GRN)
  • Manage purchase invoices
  • Maintain supplier information
  • Process purchase returns
  • Manage products and inventory
  • Generate purchase and stock reports

🔐 User Login​

  1. Open your web browser (Chrome, Firefox, or Edge recommended)
  2. Go to your Lucky POS URL (provided by your IT team)
  3. Enter your Username and Password
  4. Click Login

📋 Purchase Request List​

Location: @Purchase/Purchase Request List

Features:

  • Click Add Purchase Request to create new Purchase Request (PRQ)
  • Green color "Data icon" is Purchase request details for printing PRQ
  • Blue color "Pencil icon" is Edit to edit its information
  • Red color "Bin icon" is Void to void the purchase request voucher
  • Only pending status can void. Completed status is purchaser already ordered your requests

Add Purchase Request​

Steps:

  1. Click Add Purchase Request
  2. Fill in required fields (marked with * icon)
  3. Use Plus icon to add products
  4. Use Cross icon to remove products
  5. Search the product by product name or product code
  6. Fill the request quantity
  7. Click Save button after checking

Note: * icon must choose in this form.

Add Expired PRQ​

Note:

  • Nothing can do with Expired status
  • Expire the PRQ if the products in Purchase Request (PRQ) won't use in PO

📦 Purchase Order​

Location: @Purchase/Purchase Order

Features:

  • Click Add Purchase Order to create new Purchase Order (PO)
  • Green color "Data icon" is Purchase Details button for printing PO
  • Green color "Reverse icon" is Reverse button to edit information
  • Blue color "Pencil icon" is Edit button to edit its information
  • Orange color "Check icon" is Approve button to approve the PO
  • Red color "Bin icon" is Void to void the purchase Order
  • Only Approved status with Pencil Icon can void and reverse. Approved status without Pencil Icon mean the store keeper already received inventories in your PO

Purchase Order Form​

Steps:

  1. Click Add Purchase Order
  2. Fill in required fields (marked with * icon)
  3. Search PRQ purchase request voucher by clicking search button
  4. Tick the checkbox of PRQ that you want to make PO
  5. Check the Requested Quantity and Unit Price
  6. Use Cross icon to remove products (Plus icon is not clickable here)
  7. Click Save button after checking

Note: * icon must choose in this form.

Add Expired PO​

Note:

  • Nothing can do with Expired status
  • Expire the PO if the products in Purchase Order (PO) won't arrive good receive

📥 Good Receive Note​

Location: @Purchase/Good Receive Note

Features:

  • Click Create GRN to create new Good Receive Note (GRN)
  • Green color "Data icon" is Good Receive Details for printing GRN
  • Blue color "Pencil icon" is Edit to edit its information
  • Red color "Bin icon" is Void to void the Good Receive Note
  • Only Outstanding status can void or edit. Completed status is purchaser already made invoice your GRN

Good Receive Form​

Steps:

  1. Click Create GRN
  2. Fill in required fields (marked with * icon)
  3. Search PO No. purchase order voucher by clicking search button
  4. Tick the checkbox of PO that you want to make GRN
  5. Check the Received Qty and Its Converted Qty (actual weighted qty)
  6. Use Cross icon to remove products (Plus icon is not clickable here)
  7. Click Save button after checking

Note: * icon must choose in this form.

🧾 Purchase Invoice​

Location: @Purchase/Purchase Invoice

Features:

  • Click Purchase Invoice to create new Purchase Invoice (PI)
  • Blue color "Eye icon" is ledger detailed button to see its ledgers
  • Green color "Data icon" is Good Receive Details for printing purchase invoice
  • Blue color "Pencil icon" is Edit to edit purchase invoice
  • Green color "Reverse icon" is Reverse button to edit purchase invoice
  • Red color "Bin icon" is Void to void the Good Receive Note

Purchase Invoice Form​

Steps:

  1. Click Purchase Invoice
  2. Fill in required fields (marked with * icon)
  3. Search GRN No. Good Receive Note voucher by clicking search button
  4. Tick the checkbox of GRN that you want to make PI
  5. Check the GRN Qty and Its Unit Price to be matched with supplier invoice
  6. Cross icon is remove button to remove the product (Cannot clickable here)
  7. Click Save button after checking

Special Notice: GRN quantity will increase and Its cost will confirm after purchase invoice completed.

👥 Supplier List​

Location: @Purchase/Supplier List

Features:

  • Click Add Supplier to create new Supplier
  • Blue color "Pencil icon" is Edit to edit purchase invoice
  • Red color "Bin icon" is Void to void the Good Receive Note

Add Supplier​

Types:

Individual:

  • For casual supplier
  • Fill in required fields (marked with * badge)

Corporate:

  • For company that can request tax invoice
  • Fill in required fields (marked with * badge)

Note: The labels with star (*) badge must fill.

🔄 Add Purchase Return​

Location: @Purchase/Add Purchase Return

Steps:

  1. Input Purchase Invoice Number
  2. Click Search button
  3. Select the Refund Method if you get refund from supplier (important)
  4. Input Return Qty to return
  5. Tick the checkbox at Select column
  6. Click Save button after checking

Purchase Return Detail​

After Saving:

  • Successfully Added message should show after save from purchase return form
  • Print details if you need hand out

Purchase Returned Good Issue​

Location: @Purchase/Purchase Return Goods Issue

Features:

  • Green color "Data icon" is Purchase Return Details for printing purchase return (PR)
  • Red color "Bin icon" is Void to void the Good Issue Note from purchase return

📦 Manage Product​

Location: @Inventory/Manage Product

Tabs Explanation:​

  • Inventory: It is same as ingredients for final Menu List Product
  • Precooked Product: It is precooked food same as semi-finished for final Menu List Product
  • Menu List: It is finished product that called "Food Menu". It might connect related inventories in each final menu
  • Combo Set Menu: A predefined set menu, commonly referred to as a buffet or a combination, consisting of one or more food items served together at the same time

Manage Product (Ingredient Lists)​

Features:

  • Click Inventory tab to see the all inventories
  • Click Add Product button to create new product
  • Orange color "Barcode icon" is Product Barcode for printing barcode
  • Blue color "Pencil icon" is Edit to edit the product
  • Red color "Bin icon" is Delete to delete the product

Add Product Form​

Steps:

  1. Fill in required fields (marked with Star * icon)
  2. Switch-On the status
  3. Select Destination Branch
  4. Click Save button after checking

Note: Star * icon must choose and fill in this form.

📊 Purchase Reports​

Location: @Purchase/Purchase Report

Available Reports:​

  • Purchase Requisition Report (Product Wise)
  • Purchase Order Report (Product Wise)
  • GRN Report (Product Wise)

📊 Stock Report​

Location: @Purchase/Stock Report

Access stock reports to monitor inventory levels and movements.

🔍 Icon's Explanation​

  • Data Icon - Details
  • Warning Icon - Notice
  • Download Icon - Download
  • Pencil Icon - Edit
  • Wheel Icon - Setting
  • Barcode Icon - Barcode
  • Undo Icon - Reverse
  • Clock Icon - Expire
  • Approve Icon - Approve
  • Bin Icon - Void or Delete
  • Plus Icon - Add Line
  • Filter Icon - Filter
  • Cross Icon - Remove Line

🔑 Quick Reference​

Status Workflow​

Purchase Request:

  • Pending → Can void
  • Completed → Cannot void (already ordered)

Purchase Order:

  • Pending → Can edit/void
  • Approved (with Pencil Icon) → Can void and reverse
  • Approved (without Pencil Icon) → Cannot void (already received)
  • Expired → Cannot modify

Good Receive Note:

  • Outstanding → Can void or edit
  • Completed → Cannot void (already invoiced)

Important Notes​

  • Always check quantities before saving
  • Verify unit prices match supplier invoices
  • Print documents for records
  • Expire PRQ/PO if products won't be used
  • GRN quantity increases after purchase invoice completion

Remember: As a purchaser, you play a crucial role in managing inventory and supplier relationships. Pay attention to details, verify quantities and prices, and maintain accurate records. Your diligence ensures smooth operations! 💪🌟