Dutch ERP – Inventory, Delivery, Return, Purchasing Goods & Approval

Introduction

This guide explains how to use the Inventory and Purchasing module in Dutch ERP. You will learn how to create purchase orders, request approvals, manage deliveries, handle product returns, and track inventory movements. This ensures smooth operations and transparent control of your goods.

Step 1: Access the Inventory & Purchasing Module

• From the Dutch ERP dashboard, navigate to Modules → Inventory / Purchasing.

• Select Purchasing Goods to start managing supplier orders.

Step 2: Create a New Purchase Order

1. Click New Purchase Order.

2. Fill in supplier details (name, contact, date).

3. Add products to the order, including quantity, unit price, and total value.

4. Save the purchase order.

Step 3: Send for Approval

• Once the purchase order is created, choose Send for Approval.

• The request will be forwarded to an authorized approver in Dutch ERP.

Step 4: Approve or Reject the Purchase Order

• The approver navigates to Approvals.

• Review the pending purchase order.

• Click Approve or Reject, leaving comments if needed.

Step 5: Receive Goods into Inventory

1. After approval, register the goods received from the supplier.

2. Enter product details, received quantities, and verify against the purchase order.

3. The inventory stock will be updated accordingly.

Step 6: Manage Deliveries (Outbound Goods)

• When dispatching goods to customers, go to Delivery.

• Select the products and quantities to be shipped.

• Generate the delivery note for documentation and confirmation.

Step 7: Handle Returns

• If goods are returned (damaged, incorrect items, or other reasons), open Return.

• Select the delivery linked to the return.

• Enter returned items, quantities, and reason for return.

• Inventory levels will be adjusted automatically.

Step 8: Review and Reports

• Monitor the status of purchase orders (Pending, Approved, Received).

• Generate reports for:

  • Stock entries

  • Deliveries

  • Returns

  • Pending orders

• Perform stock adjustments if discrepancies are detected.

Best Practices

• Assign clear user roles for creating, approving, and receiving goods.

• Always double-check quantities and unit prices before submitting a purchase order.

• Verify received goods against purchase orders to avoid discrepancies.

• Keep detailed records of returns to identify supplier or product issues.

• Run weekly or monthly reports to maintain accurate stock control.