Purchase Management — Automation, notifications, security and troubleshooting
Operate cron, email/SMS, recurring invoices, expiry notices and diagnose permissions, imports, totals and portal issues.
01Understand the Purchase Management cron sequenceReview monthly numbering reset, recurring invoices, invoice-expiry notices and currency-rate retrieval.CRM Cron → Purchase Management hooks02Run the monthly purchase-order number resetAllow cron to reset numbering when the option is enabled.CRM Cron and Purchase → Settings → Purchase Options03Run recurring purchase-invoice creationAllow cron to create due recurring invoice instances.CRM Cron → Purchase recurring invoices04Run purchase-invoice expiry notificationsAllow cron to notify configured staff before expiry.CRM Cron and Purchase → Settings → Purchase Order Setting05Run scheduled purchase currency-rate retrievalAllow the configured rate update through cron.CRM Cron and Purchase → Settings → Currency Rates06Send a new-vendor welcome emailVerify the optional welcome message when a contact is created.Admin Area → Purchase → Vendors → Contacts and Purchase Options07Send new-vendor registration notificationsNotify selected staff by CRM notification/email/SMS options.Public Vendor Registration and Purchase Settings08Send a quotation emailVerify recipients, PDF option and SMTP delivery evidence.Admin Area → Purchase → Quotations → open quotation → Send09Send a purchase-order emailVerify vendor recipients, PDF/file choices and SMTP delivery.Admin Area → Purchase → Purchase Order → open order → Send10Send a purchase-contract emailVerify signer/recipients, PDF attachment and SMTP.Admin Area → Purchase → Contracts → open contract → Send11Send a purchase debit-note emailVerify recipients and attached PDF option.Admin Area → Purchase → Debit Notes → open note → Send12Send a vendor statement emailVerify statement period, recipient and output.Admin Area → Purchase → Statement → Send13Understand Purchase Management email dependenciesUse the CRM global SMTP/mail configuration; the module does not provide a separate mail server.Admin Area → Setup → Settings → Email and Purchase send actions14Understand Purchase Management SMS dependenciesUse configured CRM SMS gateways for enabled vendor registration/contract-sign events.Admin Area → Setup → Settings → SMS and Purchase Options15Apply least privilege to Purchase ManagementSeparate view-own, view, create, edit, delete, settings, reports and status-change capabilities.Admin Area → Setup → Roles and Purchase → Settings → Permissions16Protect vendor portal accounts and public linksUse active contacts, strong authentication, allowed statuses and controlled file/hash links.Vendor Portal and Admin Area → Purchase → Settings17Verify purchase totals before approvalCheck currency/rate, quantity, price, tax, discounts, shipping and linked payments.Admin Area → Purchase → open request/quotation/order/invoice18Troubleshoot a hidden Purchase menuCheck module activation and the user’s capability for the relevant feature.Admin Area → Purchase and Setup → Roles19Troubleshoot a Purchase permission denialCompare record ownership, view-own/view capability and dedicated status permission.Admin Area → Setup → Roles / Purchase Permissions20Troubleshoot a Purchase form validation errorComplete required header/line fields and satisfy enabled department/project conditions.Admin Area → Purchase → relevant New/Edit form21Troubleshoot a Purchase spreadsheet importUse supported XLSX structure, valid referenced values and the error file.Admin Area → Purchase → Items/Vendors → Import22Troubleshoot Purchase PDF outputCheck company details, logo, template, custom-field/tax/name/note/terms options and source data.Admin Area → Purchase → Settings and open record → PDF23Troubleshoot Purchase email deliveryCheck recipient email, global SMTP, template, attachment generation and application logs.Admin Area → Purchase → open record → Send24Troubleshoot Purchase SMS deliveryCheck gateway configuration, recipient phone and enabled event option.Admin Area → Setup → Settings → SMS and Purchase Options25Troubleshoot vendor portal visibilityCheck portal activation, contact/vendor status, visible PO statuses and manage-invoice/quotation options.Admin Area → Purchase → Settings and Vendor Portal26Troubleshoot Purchase currency conversionCheck selected currency, stored rate, online update response and line recalculation.Admin Area → Purchase → Settings → Currency Rates and source document27Troubleshoot Purchase approval workflowCheck related approval setting, approvers, permissions, current state and signatures.Admin Area → Purchase → Settings → Approval and open record28Troubleshoot Purchase recurring invoicesCheck recurrence fields, cron execution, source status and application logs.Admin Area → Purchase → Invoices and CRM Cron29Understand Purchase Management API and webhook limitationsDo not assume a generic REST API or inbound webhook exists in the supplied module.Code-backed reference → supplied Purchase controllers and hooks30Understand destructive Purchase data reset risksReview backups/retention and linked records before using reset_data.Admin Area → Purchase → Settings → Purchase Options → Reset Data31Run the Purchase Management production verification checklistVerify version, migrations, permissions, settings, vendor portal, controlled transactions, cron and reports.Admin Area → Purchase and Setup → Modules