Aura Business holds your supplier master and their agreed price lists, routes purchase orders through approval before anyone commits money, and turns the goods receipt into a stock entry and a supplier payable in the same step.
A purchase order is a commitment to buy at an agreed rate. A goods receipt note is the record that the goods actually arrived, in what quantity and condition. The useful software behaviour is that the second one automatically does two things at once: it puts the received quantity into the right stock location, and it opens a payable against the supplier for what was received.
Aura Business handles this in the Procurement and Suppliers suite, through the Supplier Master, Supplier Price Lists, Purchase Orders, PO Approval Workflow, Goods Receipt and Supplier Payments. Because purchasing and inventory are the same system, a short delivery is visible as a short delivery rather than as a mysterious difference discovered at the next stock count.
Sales mistakes get found by customers. Purchase mistakes get found by accountants, months later.
A purchase is agreed in a chat with no document, so there is nothing to check the invoice against.
The supplier bills at a higher rate than agreed and there is no price list to point at.
A large order is placed by someone who did not need to ask anyone, and the money is already spent.
Nine of ten cartons arrive, the paperwork says ten, and the difference becomes a stock loss.
Goods sit in the godown for a week before anyone enters them, so sales quote from a stale figure.
What is owed to each supplier is worked out from invoices in a file rather than from receipts.
A reorder alert or a customer order shows what has to be bought, and for which location.
Lines priced from the supplier's agreed price list, not from memory.
The order passes through the approval workflow before it is sent.
The PO goes out as a document with delivery location and expected date.
GRN records what actually arrived, with serials, batches and expiry dates.
Received quantity enters the location and a payable opens against the supplier.
Supplier payment recorded against the payable and the ledger closes.
Workflow: A branch falls below its reorder level, the shortfall becomes a purchase order priced from the supplier's list, and it goes for approval.
Result: Buying is triggered by stock, not by a phone call from sales.
Workflow: The supplier invoices above the agreed rate and the PO shows the price list figure on the line.
Result: The difference is raised before payment, not after.
Workflow: The GRN records nine received against ten ordered, and the PO stays partly open.
Result: The balance is chased instead of becoming shrinkage.
Workflow: Each receipt opens a payable, so what is owed to each supplier reflects goods actually in your building.
Result: Cashflow planning uses facts.
Buying from principals and importers against authorisations.
Frequent repeat buying with batch and expiry at receipt.
Spare parts bought for the service store and vans.
Large orders with long lead times and staged receipts.
Project buying against confirmed customer orders.
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Yes. The quantity recorded as received enters the delivery location named on the purchase order, with serials, batches and expiry dates captured at that point, and the movement appears in the stock ledger.
The GRN records what actually came. The purchase order stays partly open for the balance, so the outstanding quantity is visible and can be chased or cancelled rather than forgotten.
Yes. The PO approval workflow routes orders for sign-off before they are sent, and you decide who approves what. The approval is recorded in the audit log.
Each supplier carries a price list per item, so purchase order lines are priced from the agreed rate rather than typed. Differences between the price list and the supplier invoice are then visible.
Supplier invoices and payables are recorded with their tax detail and flow into the accounting export for your books. Input credit treatment is a matter for your accountant to confirm.
Yes. A purchase order can be raised against a confirmed sales order so the incoming stock is expected for that delivery. See warehouse management.
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Founder-led · Chennai, India · Built and supported by the person who wrote it