Purchasing, suppliers and expenses, in a record that closes
The suppliers, the purchase orders, the expenses and the cash book enter the same database as the sales. Every outflow of money has a supplier, a category, an attached document and somebody responsible, and the orders issued stay tracked until the goods arrive. Purchases in foreign currency are converted at the rate of the transaction, so that the expense and the stock cost are comparable.
From $2,900 excl. VATone-time payment, no monthly subscription- Purchase orders tracked
- Expenses with an attached document
- Cash register
- Conversion at the transaction rate
- The cost reflected in stock
Purchasing and suppliers in the CRM, with the real cost per product. The suppliers, the purchase orders, the expenses and the cash book enter the same database as the sales. A separately licensable module: Purchasing and costs. A lifetime licence, installation on the company server and unlimited users.
Works together with: UAE e-invoicing, Partners, Stock and inventory.
The situation today, when purchasing is kept separately from sales
The purchase cost decides the margin. When it sits in a separate file, the margin is a guess.
- Orders to suppliers are placed by email and phone There is no register of the orders issued. When a delivery is late, nobody knows exactly what was ordered, when and at what price.
- Expenses have no operational record Supplier invoices reach accounting, but management cannot compare them with the activity of the current month.
- Purchases in foreign currency distort the cost Without conversion at the transaction rate, the comparison between suppliers and the margin calculation become approximate.
- Supporting documents have to be hunted down At an audit, attaching the documents to the expenses means searching through archives and mailboxes.
- Cash has no register Small payments and cash receipts are written down on paper, and the real balance is known at the end of the month.
- You cannot negotiate on data Without the history of orders and prices per supplier, the annual renegotiation happens with no arguments.
What the purchasing and costs module contains
The module adds four registers linked to one another: suppliers, purchase orders, expenses and the cash book.
A supplier register
Every supplier has a record of their own, with a history.
- Tax and contact details
- The payment terms agreed
- Orders and expenses attached
- Attached documents
Purchase orders
The order is issued from the application and stays tracked.
- Items, quantities and prices
- The status tracked until completion
- A document for the supplier
- A history on every order
Expenses with a classification
Every outflow of money has a context.
- Category and department
- Associated supplier
- The supporting document attached
- Who entered the record
Cash register
Cash has a record of its own.
- Receipts and payments recorded
- An opening balance and its movement
- Applied from the date set
- Attached documents
Correct currency conversion
Purchases in another currency stay comparable.
- The rate applied at the date of the transaction
- The expense in the base currency
- Reflected in the stock cost
- Comparable between suppliers
Import from your existing records
Not everything is entered by hand.
- Import of suppliers, expenses and the cash book
- CSV or XLSX files
- A check before saving
- Undo the import
What changes after the first few months of use
Effects that follow from purchasing and selling using the same database.
Orders tracked, not forgotten
The state of supply is visible to the team.
- A register of the orders issued
- A status on each order
- History per supplier
- Delays become visible
A cost comparable between suppliers
The purchasing decision is taken on figures.
- Prices from earlier orders
- Currency conversion at the transaction date
- The payment terms visible
- An argument at renegotiation
Control over expenses
The money going out is visible in the current month.
- Expenses by category
- Expenses by department
- By supplier and period
- Export for analysis
Documents at hand
Audits no longer block the team.
- Supporting documents attached to the expenses
- Search by criteria
- Export by period
- Files prepared quickly
Cash under control
The cash balance is no longer an estimate.
- A complete register
- Updated balance
- Transactions with a document
- Verifiable at any time
The real margin on the sale
The selling price is not set on guesswork.
- The purchase cost known
- Reflected in stock
- A comparison with the selling price
- Unprofitable products identified
The route of a purchase, step by step
The same flow for a routine restock and for a one-off purchase.
- 1
The supplier is registered once
The record holds the tax details, the payment terms agreed and the contact people. The contractual documents stay attached to the supplier.
- 2
The order is issued from the application
The items, the quantities and the negotiated prices are chosen. The order receives a number and becomes a document you can send to the supplier.
- 3
The order stays tracked
Its status is visible to the whole team, so delays are noticed before a customer asks.
- 4
The goods received enter stock
If the stock module is active, the receipt updates the quantities and the cost of the items, based on the prices in the order.
- 5
The expense is recorded with a document
The supplier invoice becomes an expense, with a category, a department and an attached document. Purchases in foreign currency are converted at the transaction rate.
- 6
The payment is recorded
The payments, including the cash ones, enter the cash book or the payment record, so that the balance per supplier is real.
Purchasing and suppliers, in short, inside the application
How the cost is built, in practice
The difference between the price on the invoice and the cost that reaches the margin calculation is usually the difference between the estimated margin and the real one.
The price in the order
The starting point of the cost.
- A negotiated price per item
- The quantities ordered
- Visible in the supplier history
- Comparable between orders
The currency conversion
Purchases in foreign currency do not stay unclear.
- The rate applied at the date of the transaction
- The value in the base currency
- Reflected in the expense
- Reflected in the stock cost
The cost in stock
The items enter at their real value.
- The cost taken over when the goods enter stock
- Used in the margin calculation
- Stock movements recorded
- Available in reports
The order history
The movement of prices becomes verifiable.
- Earlier orders, available to consult
- Prices per item and supplier
- Increases become visible
- A basis for renegotiation
What you know about every supplier, at any moment
A supplier is not judged by the impression of the last delivery, but by what the record shows.
- 01
The real volume done
The value of the orders and the expenses over a period shows how important you are as a customer and supports the case for better terms.
- 02
The movement of prices
Successive increases become visible per item, instead of getting lost among dozens of invoices.
- 03
The payment terms agreed
The term negotiated stays on the record, not in the memory of the person who had the conversation.
- 04
The expenses attached
All the entries linked to the supplier are grouped, with the supporting documents attached.
- 05
The contractual documents
Contracts, quotations and annexes stay attached to the supplier, available to anyone with the right.
- 06
The order history
What was ordered, when and at what price stays available to consult, including after the person who placed the order has left.
What cuts the administrative work in the purchasing module
Mechanisms that remove the re-entry of data between the order, stock and expenses.
A purchase-order document generated
The order is not written out in an email.
- A document from the order data
- Consecutive numbering
- Sending it to the supplier
- It stays attached to the order
The link with the stock
Goods receipts are not recorded twice.
- Items shared with stock
- The cost taken from the order
- Movements recorded
- A correct inventory
Data import
Taking over existing records is quick.
- Suppliers, expenses, cash book
- Automatic column mapping
- Check without saving
- Undo the import
Scheduled reports
The information reaches the decision-makers on its own.
- Periodic report by email
- Expenses per period
- Export attached
- Configurable recipients
A log of the operations
Every change stays on record.
- Author and date
- Previous values
- A verifiable audit trail
- Useful for internal control
Export for accounting
The data reaches the accountant without manual work.
- CSV export per period
- Filters by category
- Associated documents
- A format agreed at implementation
Access to financial data follows the roles
Information about costs and suppliers is commercially sensitive and is treated as such.
- Costs are not visible to everyone Access to the purchasing and expense pages is granted by role, through the module access matrix. A sales consultant does not reach them automatically.
- Separate permissions for financial operations The finance roles have access to expenses and the cash book, separately from the commercial activity.
- Changes stay on record Changes of price, quantity or status on an order stay in the record history, with the author and the date.
- The documents are protected The invoices and contracts attached are served only to users with the right, through checked links.
- No secrets exposed in the interface The access details for the external services used for invoicing are kept encrypted and are not shown again after saving.
- Data on the company server The purchase prices and the terms negotiated stay in your own installation, with no copy at an external software provider.
What needs to be prepared to put the purchasing module into service
We do the configuration ourselves at implementation, based on the data the company already has.
The supplier list
The starting point of the record.
- Tax and contact details
- The payment terms agreed
- Contact people
- A file for import
The item catalogue
The cost is tracked per item.
- The items purchased
- Units of measure
- The link with the items sold
- Import from existing files
The expense structure
The reporting depends on it.
- Categories actually used
- Departments
- The correspondence with the accounting records
- Set at implementation
The currency and the rate
It decides how the conversion works.
- The company base currency
- How purchases in foreign currency are treated
- The source of the rate used
- Agreed before go-live
Permissions on financial information
It is settled who sees the costs.
- Roles with access to purchasing
- Roles with access to expenses
- Visibility by department
- Reviewable later
The opening balances
The record starts from a real position.
- An opening cash balance, with its date
- Liabilities to suppliers
- Orders in progress
- Taken over at implementation
The limits of the purchasing module, stated explicitly
The module organises supply and operating expenses. It does not replace your accounting software.
- It is not accounting software The module keeps the operational record of orders, expenses and cash. The accounting entries, the trial balance and the returns stay in your own software.
- It does not pick up supplier invoices automatically The documents received are recorded in the application, with an attachment. Automatic extraction of the data from invoices is not included.
- It does not order from suppliers automatically The order is issued by a user. We do not generate automatic orders based on stock, so that money is never committed without a human decision.
- The exchange rate is configured The source of the rate used is settled at implementation. We do not promise an automatic feed from an official source without analysing it first.
- It does not manage production Recipes, manufacturing stages and production consumption are not part of this module.
- It depends on the quality of the initial data An incomplete item catalogue produces incomplete costs. Cleaning the data is part of the implementation, not an optional step.
When this module makes sense and when it does not
We prefer to say from the start in which situations the module is not worth its cost, so the sales conversation does not begin with the wrong expectations.
It makes sense if
The situations in which the module pays for itself quickly.
- You order repeatedly from the same suppliers
- Nobody knows what has been ordered and not received
- The purchase costs do not reach the selling price
- Goods receipts are done on paper, and stock lags behind
It does not make sense if
The situations in which we recommend not buying it now.
- You buy rarely and directly, without a written order
- Purchasing is handled entirely by accounting
- You hold no stock and never will
- The suppliers work only on orders placed by phone
How the purchasing module is licensed
The module has its own manifest and is activated by licence, without affecting the rest of the installation.
A separately licensed module
It contains the suppliers, the purchase orders, the expenses and the cash book.
What the core includes
The mandatory core brings users and roles, clients and contacts, a lead and sales pipeline, custom fields and 15 interface languages.
Together with stock
For the cost of the items in stock, activating it together with the stock and inventory module is recommended.
Pricing and configurations
Package composition and prices by edition are on the pricing page.
Companies that have trusted Zarina CRM
Purchasing and suppliers: what it costs and what you get
You pay once. Everything that follows is written here, not in hidden conditions.
It is part of the Procurement, costs and budgets package: $450 excl. VAT, on top of the core ($2,320). Bought separately, together with the core: $2,770.
Cheaper in a bundle. The tiers group several packages at a price lower than their sum:
- Enterprise13 packages + core$6,970−31%
$10,080
List prices, excl. VAT, one-time payment, unlimited users. The struck-through price is the sum of the packages bought individually. Current offers apply on the pricing page.
What you pay over time for a subscription CRM
Over 3 years, the subscription costs $10,480; the Zarina Enterprise licence costs $6,970, once.
An indicative comparison: enter the subscription price you pay now. The licence does not grow with the number of users.
What you get
- A lifetime licence, with no subscription and no per-user charge
- Unlimited users, on the same licence
- 6 months of warranty on correct operation: fixing errors and inconsistencies
- Implementation, configuration and team training, included in the price
- The licence is verified locally, on your own server: the application does not depend on our servers to work
How long it takes and what is needed
- 48 hours in the standard configuration; up to 14 working days with customisation around the company’s workflow
- Your own server or web hosting with cPanel, with an SSL certificate
- PHP 7.4 or newer (8.x recommended) and MySQL / MariaDB
- The PHP extensions mysqli, json, mbstring; curl, gd and zip for integrations, PDF and exports
- One cron task, for reminders and automations
Where data lives
- The data stays on your server and does not pass through ours
- Roles and rights per user, two-factor authentication
- An audit trail and limits on login attempts
- Consents and data subject requests, managed in the application
- Digitally signed updates and backups from the application
Questions about the purchasing and suppliers module
Does it replace accounting software?
How are purchases in foreign currency treated?
Does the module order from suppliers automatically?
Can I attach the invoices received from suppliers?
Can sales consultants see the purchase price?
Can the cash book be kept in the module?
Can I import the suppliers and expenses I already have?
How is purchasing linked to stock?
Is it tracked what was ordered and has not arrived?
How long does implementation take?
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- The platform core and the 13 module packages, with what each one contains
- The features and modules of the edition you choose, plus available integrations
- Full pricing and what it includes: installation, training, data import, warranty
- The native integrations available and the situations where the platform is not a good fit
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