Viindoo demo handbook for trading and distribution
Part III. Purchasing
This part answers the question: how do you buy components and goods from vendors, from the moment a price is available until payment to the vendor? Purchasing staff, storekeepers and accountants read this part. Both purchasing routes exist: your company creates a purchase order by hand to restock, and the system creates a request for quotation by itself when a sales order needs a machine bought to order.
Lesson 14. Purchasing configuration: vendors, purchase prices, order approval
About 10 minutes. By the end of this lesson your company knows where the purchase price of each vendor is kept and why purchase orders go through in one step.
Step 1 - Open the vendor pricelist
Open Purchase > Configuration > Vendor Pricelists, type Kim Long in the search box and choose Vendor.
Purchase > Configuration > Vendor Pricelists
What you should see: each line is a vendor and product pair, with Unit, Unit Price, Currency (VND) and Lead Time (a number of days). The system has about 40 vendors; when your company selects a product on a request for quotation, the unit price is taken from this list.
What you lose without it: without the pricelist, a request for quotation shows the cost of the product as the unit price, and a machine bought to order does not know which vendor to buy from (see the lesson Purchase order generated from a made-to-order sales order).
Step 2 - Read how purchase orders are approved
Go back to the Purchase settings as in the lesson Enabled features and "what you lose without them" (Step 3). The Purchase Order Approval box is not ticked.
Purchase > Configuration > Settings
What you should see: the Purchase Order Approval box is not ticked, which means purchase orders go through in one step: the purchasing staff member clicks Confirm Order and the request for quotation becomes a purchase order at once, whatever its value.
If your company switches on Purchase Order Approval and sets a value threshold, an order from the threshold upwards moves to To Approve when confirmed, and becomes a purchase order (with a receipt) only after the purchasing manager clicks the approval button on the order (as described for this function; the handbook keeps the one-step setting and does not switch it on to try it, so there is no screenshot).
Lesson 15. Restocking purchase order
About 10 minutes. By the end of this lesson your company creates a request for quotation for stock items by itself, confirms it into a purchase order and sees the receipt waiting for the goods.
The story: Kho Hà Nội is running low on SSD drives, so it buys 2 more from its usual vendor Kim Long Tech. The document numbers of your company will differ from the screenshots (the system issues the next number); the illustrations carry the number P00264, and some screenshots of the confirmation and receipt steps may show another order of the same kind.
Step 1 - Create a request for quotation with a vendor and a product line
Open Purchase > Orders > Requests for Quotation and click New. In the Vendor box type Kim Long and choose Công ty TNHH Thương mại Kim Long Tech. On the Products tab click Add a product, type IN-SSD-M2.NVME.2280-512G-LX and choose Storage Drive LEXAR M.2 2280 NVME 512GB. In the Quantity column type 2. Click the save icon (the cloud) at the top of the screen.
Purchase > Orders > Requests for Quotation
What you should see: the system names the document P00xxx when it is saved (this screenshot was taken just before saving, so the title still shows New); the status bar is at RFQ; Deliver To is filled in as Kho Hà Nội: Receipts; the order deadline and the expected arrival are filled in; the unit price is filled in as 644,000 VND (from the pricelist of Kim Long Tech), tax 10%; at the bottom Untaxed Amount 1,288,000 VND, VAT 10% 128,800 VND, Total 1,416,800 VND.
Step 2 - Confirm into a purchase order
Click Confirm Order.
What you should see: the status bar moves to Purchase Order; the document title changes from "Request for Quotation" to "Purchase Order"; the smart buttons Receipt 1 and Bill Matching appear at the top of the screen; the Receive and Upload Bill buttons appear.
Lesson 16. Receiving goods and recording serial numbers
About 10 minutes. By the end of this lesson your company receives goods into Kho Hà Nội, records the serial number of each unit, and knows that the system blocks the receipt when you forget.
Step 1 - Open the receipt from the purchase order
On the purchase order, click the Receipt smart button.
Purchase > Orders > Purchase Orders > Inventory > Operations > Transfers > Receipts
What you should see: a document of the form HN/IN/xxxxx in Ready status, Receive From the vendor (Kim Long Tech for the order of this story), Destination Location HN/Tồn kho, a product line with Demand equal to the ordered quantity (2 in this story) and a Details button; the Journal Entries button shows 0.
Step 2 - Try to validate before any serial number
Click Validate on the document right away, before any serial number is recorded.
What you should see: an Invalid Operation box says "You need to supply a Lot/Serial Number for product" and names the product. Click Close. Goods tracked by serial number cannot be received without numbers.
This screenshot was taken on a different receipt (for a server, which is also tracked by serial number) so that the receipt of the lesson is not affected; nothing was validated. On the receipt of your company, if this step does not raise an error, that product has not been declared as tracked by serial number.
Step 3 - Open the details and record the serial numbers
On the product line click Details. The Detailed Operations dialog has two lines, one unit each. Click the Lot/Serial Number cell of the first line and type MUA-SSD-0001, then on the second line type MUA-SSD-0002. Click Save.
What you should see: the two lines carry the serial numbers, the Store To column is HN/Tồn kho, Quantity is 1.00 on each line, total 2.00. If the system says a serial number already exists (because someone else used the same number), change the last digits, for example MUA-SSD-0011.
Step 4 - Validate the receipt
Click Validate on the receipt.
What you should see: the status is Done; the received Quantity 2.00 matches Demand; the Traceability button appears at the top of the screen (it opens the serial number traceability report, see the lesson Serial number traceability: from purchase to sale to repair); the Journal Entries button still shows 0 (receiving does not post to the books, see the lesson Product categories and accounting accounts (152, 155, 156)).
Lesson 17. Vendor bills and payment
About 15 minutes. By the end of this lesson your company creates a vendor bill from a purchase order that has been received, posts it and records the payment.
An important point of this system: the purchase order screen has no button to create a bill. Your company creates the bill from the list of purchase orders (the way used here) or from Accounting > Vendors > Bills.
Step 1 - Select the order in the list and create the bill
Open Purchase > Orders > Purchase Orders. Tick the box at the start of the row of the order you have just received. The toolbar shows Create Bills. Click it.
Purchase > Orders > Purchase Orders
What you should see: the Billing Status column of the order is Waiting Bills (this screenshot was taken after the bill had been created, so it shows Fully Billed); after you click, a vendor bill opens in Draft status.
Step 2 - Fill in the bill date and the vendor's bill number
In the Bill Date box choose today's date (this box is required and is highlighted red while empty). In Bill Reference write the number printed on the paper bill of the vendor, for example HĐ NCC P00265.
What you should see: the product line, the unit price and the tax come from the purchase order; Payment terms is 30 Days (taken from the vendor); the quantity on the bill equals the quantity received.
Step 3 - Post the bill
Click Confirm.
What you should see: the bill has a number of the form BILL/2026/10/xxxx (the number is issued by the system) and the status Posted; the Pay and Credit Note buttons appear; in the list of purchase orders, the billing status of the order changes to Fully Billed.
Step 4 - Read the entries
Click the Journal Items tab.
What you should see: Debit 156 Merchandise inventory (or 155 if it is a finished product) equal to the amount before tax, Debit 1331 equal to the 10% tax, Credit 331 Trade payables equal to the total. The stock value rises from this point.
Step 5 - Record the payment to the vendor
On the bill of the SSD purchase order, click Pay (the screenshot shows BILL/2026/10/0042, another posted bill of the same kind). Keep Journal as Bank and click Create Payment.
Accounting > Vendors > Payments
What you should see: the Pay dialog has Journal Bank, Amount equal to the amount still to pay, Payment Date, and Memo taken from the bill.
What you should see: the bill has a green ribbon at the top right; the Payments 1 smart button appears; Amount Due is 0; a line under the totals gives the date and the amount of the payment.
Lesson 18. Purchase order generated from a made-to-order sales order
About 20 minutes. By the end of this lesson your company sees a sales order for a made-to-order server generate a request for quotation to the vendor by itself, confirms the request into a purchase order and receives the server with its serial number. This server will be delivered to the customer in the lesson Delivery with serial numbers (part Warehouse and serial numbers).
The story: the customer "Công ty CP Sản xuất Cấu kiện Bê tông Tây Đô" orders 1 AI Server ASUS. Tân Việt Số does not keep this model in stock, so it buys to order.
Step 1 - Create the quotation for the customer Tây Đô
Open Sales > Orders > Quotations and click New. In Customer type Tây Đô and choose the customer. On the Order Lines tab click Add a product, type AI Server ASUS and choose the line [ESC8000A-E13-WOCPU089Z] AI Server ASUS ESC8000A-E13 Asus (do not choose the line "Barebone Server Set", which is stock on hand). Click save.
Sales > Orders > Quotations
What you should see: Pricelist is Standard Price List (VND); Payment Terms 45 Days; unit price 136,292,000 VND, tax 10%, total 149,921,200 VND; the Margin line at the bottom reads 23,654,000 VND (17.36%). This server has no bill of materials but has a vendor, so the system will buy it to order. (This screenshot was taken just before saving, so the title still shows New instead of an S00xxx number.)
Step 2 - Confirm the sales order
Click Confirm.
What you should see: the status is Sales Order; the smart buttons Delivery and Purchase 1 appear (and Invoices once invoices exist); the Create Invoice button appears. The Purchase button is the request for quotation to the vendor that the system has just generated; nobody has to create it by hand.
Step 3 - Open the generated request for quotation
Click the Purchase smart button.
What you should see: a request for quotation of the form P00xxx in RFQ status; vendor Công ty CP Nhật Hải Tech; Deliver To is Kho Hà Nội: Receipts; purchase unit price 112,638,000 VND; the Sale 1 smart button leads back to the sales order. The margin of 23,654,000 VND on the sales order is exactly the difference 136,292,000 minus 112,638,000.
Step 4 - Confirm the request for quotation into a purchase order
Click Confirm Order.
What you should see: the status is Purchase Order; the smart buttons Receipt 1 and Sale 1 are there.
Step 5 - Receive the server with its serial number
Click Receipt, click Details on the product line, record the serial number MUA-SRV-0001 on the only line, click Save and then Validate (do the same as in the lesson Receiving goods and recording serial numbers).
What you should see: the receipt is Done; the Next Transfer button leads straight to the delivery slip of the sales order. From here the server is in Kho Hà Nội, ready to deliver.
Lesson 19. Internal restocking request through Approval (optional)
About 15 minutes. By the end of this lesson your company asks to restock Kho Demo from Kho Hà Nội with an approval request, sees the system generate the delivery and the receipt by itself, and completes both documents.
Step 1 - Create an Inventory Reallocation request
Open Approval > Overview. On the Inventory Reallocation card click Create Request. Type the Title Bổ sung bàn phím cho Kho Demo (the example title used in the screenshots; any short description works). On the Reallocation Lines tab click Add a line: for Product type CS-BP-K270 and choose the keyboard, Source Warehouse Kho Hà Nội, Destination Warehouse Kho Demo, Quantity 2. Click save.
Approval > Overview
What you should see: a request of the form APVL000xx in Draft status (this screenshot was taken just before saving, so the title bar still shows [New]), the reallocation line from Kho Hà Nội to Kho Demo, Minimum Approvals 2.
Step 2 - Submit and approve
Click Submit. The request moves to To Approve and Next Approver(s) is the direct manager of the person who created it, Nguyễn Hải Sơn. To go on in the handbook, your company uses the administrator right: click Force Approval and then OK. (In real life the approver clicks Approve.)
What you should see: after Submit, the status bar is at To Approve; after Force Approval, it moves to Approved, the line shows Forcing Approver Administrator and the system keeps a trace of the action; at the top of the screen there are the buttons Mark as Done, Cancel, Launch Procurement and the References smart button.
Step 3 - Launch the procurement
Click Launch Procurement, then click OK in the confirmation box.
What you should see: the smart buttons Receipts 1, Deliveries 1 and Stock Transfers 2 appear at the top of the request. The system follows the route in which Kho Demo receives goods from Kho Hà Nội (through the location "Trung chuyển giữa các kho", the inter-warehouse transit).
Step 4 - See the two documents generated
Click the Stock Transfers smart button.
What you should see: two lines with the same Source Document, the number of the request: HN/OUT/xxxxx (from HN/Tồn kho to Trung chuyển giữa các kho) in Ready status, and DEMO/IN/xxxxx (from Trung chuyển giữa các kho to DEMO/Tồn kho) in Waiting Another Operation status.
Step 5 - Complete the two documents
Open the document HN/OUT/... and click Validate; then open the document DEMO/IN/... and click Validate.
Inventory > Operations > Transfers > Deliveries > Inventory > Operations > Transfers > Receipts
What you should see: the delivery is Done and shows the Next Transfer button; the Kho Demo receipt moves from waiting to Ready and then Done. Keyboards are not tracked by serial number, so no serial number is asked for. Both Journal Entries buttons show 0: moves between warehouses of the same company are not posted to the books.
Lesson 20. Purchasing reports
About 10 minutes. By the end of this lesson your company knows which report answers which question about purchasing.
| Report name | Answers the question |
|---|---|
Purchase > Reporting > Purchase (Purchase Analysis) |
Which vendor, which product, how much money you bought this month; follow it in a chart or a pivot table |
Accounting > Reporting > Partner Reports > Aged Payable |
How much is still owed to which vendor, which amounts are overdue or due soon |
Accounting > Reporting > Partner Reports > Partner Ledger |
The details of the bills and payments of one vendor, for reconciliation |
Accounting > Reporting > Management > Invoice & Bill Analysis |
The total value of vendor bills by vendor, product and month |
Accounting > Reporting > Invoice Declaration > List of Invoice, Financial paper of Purchased and Services (01 -2/GTGT) |
The list of input VAT for the tax return |
Inventory > Vietnam Legal Reports > Stock-In Report |
Which goods came in, into which warehouse, in the period |
Step 1 - Open the purchase analysis
Open Purchase > Reporting > Purchase.
Purchase > Reporting > Purchase
What you should see: an area chart of Untaxed Total by day (the filter "Purchase Orders or Confirmation Date" for the current month is on). The buttons above switch to a bar chart, a pie chart or a pivot table.
Step 2 - Open the aged payable
Open Accounting > Reporting > Partner Reports > Aged Payable.
Accounting > Reporting > Partner Reports > Aged Payable
What you should see: each row is a vendor, with the columns At Date, 1-30, 31-60, 61-90, 91-120, Older and Total; click the triangle at the start of a row to go down to each bill. The figures change with the date you view, so the handbook quotes none.
Lesson 21. Exercise: extra purchase and partial payment
About 25 minutes. Your company does this on its own, without step-by-step screenshots.
- Create a request for quotation for the vendor Công ty TNHH Thương mại Kim Long Tech, 3 units of PSU Power Supply 1300W for EBS-4U. Note the unit price that is filled in and the total. Check: unit price 865,000 VND, untaxed total 2,595,000 VND.
- Confirm it into a purchase order, open the receipt, record 3 serial numbers of your own (for example
BT-PSU-0001to0003) and validate the receipt. Check: the receipt is Done, the Journal Entries button shows 0. - From the list of purchase orders create the bill, fill in Bill Date and post it. Check: the entry Debit 156 / Debit 1331 / Credit 331, payment terms 30 Days.
- Click Pay, change Amount to half of the total of the bill and create the payment. Check: the bill moves to the partial-payment status and Amount Due equals the other half.
- Open Aged Payable, find Kim Long Tech and read the amount still owed in the At Date column.
