Oman / Purchasing

Purchasing

Purchasing covers what you order from suppliers, what arrives, and what it really costs once freight and customs are added.

How it works

1. 1Add the supplierOnce, in Suppliers.
2. 2Create the orderSave it as a draft, then Confirm.
3. 3Receive the goodsEnter what arrived. Stock goes up.
4. 4Upload the billIn Vendor Bills. It matches the order.
5. 5Add import costsDuty, freight and clearing, if any.

Suppliers

On the Suppliers tab, add a supplier with the name, VAT number, registration number, country, address, email, phone and bank details (bank name, account number, IBAN, SWIFT). The system checks the email, IBAN and SWIFT format. A VAT or registration number that already belongs to another contact is refused, so you never get two records for one supplier. A supplier cannot be archived or deleted in the portal.

The country matters. A supplier outside Oman does not charge Omani VAT, and payments to them may carry withholding tax.

Purchase orders

1. Open the Purchase Orders tab and start a new order.
2. Choose the supplier and the expected date. Add as many lines as you need: product, quantity and unit price. VAT is 5%.
3. Save. The order is a draft. Nothing is sent or booked yet.
4. Click Confirm when the order is final.
5. Open the PDF. It is in Arabic and English, ready to send to the supplier.

The list shows each order's status: for example Confirmed, Partly received, Partly billed, Received and Billed.

You type the unit price yourself. It is not filled in from a supplier price. A draft, sent or confirmed order has a Cancel button; it is refused once a receipt is done. A cancelled order stays in the list. An order is never deleted. The report Open Purchase Orders is on the Reports page.

Goods received

On the Goods Received tab you see the open receipts. For each line, type the quantity that arrived in Receive now (it starts at the quantity still to come) and confirm. If you received less, the rest stays open as a backorder. For goods with lots or expiry, also enter the lot number and the expiry date. Serial numbers go one per line. If you leave a lot or serial blank, the system fills it from the receipt number. The Received list keeps the history.

Receive the goods before you post the supplier's bill. The bill is checked against what you really received.

Landed costs: import duty, freight and clearing

The real cost of imported goods is the price plus duty, freight and clearing. On the Landed costs tab:

1. Pick the received receipt the costs belong to.
2. Enter the customs duty, freight and clearing charges.
3. If customs collected VAT, enter the customs declaration number and the import VAT paid to customs. You can attach a copy of the declaration.
4. Save once. The costs are spread over the goods and the stock value goes up.

A declaration number that was already used is refused. The save is all or nothing.

For accountants