Worked example · WE-05

Buy with an LPO above the approval amount

Operations orders 500 helmets for 11,025.00 AED. Above the approval amount, the LPO waits for the Owner; then the Store receives the goods, Accounts books the bill and pays it, and the payment is matched with the bank line.

The case

500 Safety Helmets, white, from Al Noor Industrial Supplies L.L.C at 21.00. LPOs need approval at or above AED 10,000 (the default).

Product	Quantity	Unit price	Amount
Safety Helmet, white	500	21.00	10,500.00

Total with VAT: 11,025.00 AED.

1. Make the RFQ and confirm it

Operations makes the RFQ and clicks Confirm Order. At or above the approval amount, the order shows To Approve and keeps its RFQ number.

RFQRFQ/2026/0060 · 11,025.00 AED · To Approve

Go to Operations › Purchase › RFQs.

Then Purchase.

Then RFQs.

Click New.

Pick the Vendor.

Add a line: click Add a product.

Pick the Product.

Type the Quantity.

Type the Unit Price. VAT is added per line (5% Purchases).

Click Save. The RFQ takes its number, e.g. RFQ/2026/0001.

To send it, click Send RFQ, check the e-mail and send it. To print it, click Print.

When the supplier replies, update the prices. Type their quotation number in Vendor Reference if you want to keep it.

Click Confirm Order.

At or above the approval amount, the order shows To Approve and keeps its RFQ number until the Owner approves it.

2. Approve the LPO

The Owner opens LPOs to Approve, checks the vendor, lines and total, and clicks Approve Order. The RFQ takes its LPO number.

LPOLPO/2026/0059 (RFQ No. RFQ/2026/0060)

Go to Operations › Purchase › LPOs to Approve, or open the to-do from My activities on Home.

Then Purchase.

Then LPOs to Approve.

Open the order. Check the vendor, the lines, the prices and the total.

Click Approve Order.

The RFQ takes its LPO number, e.g. LPO/2026/0002, and keeps the RFQ number in RFQ No. The goods-received note is made for the Store.

3. Receive the goods

The Store checks each line against what arrived and clicks Validate.

NoticeGoods received GRN/2026/0059 – stock updated.

Go to Operations › Warehouse › Goods Received.

Then Warehouse.

Then Goods Received.

Open the GRN.

Check each line's Quantity against what arrived. For a serial or lot item, click Details on the line and enter one serial per unit, or the lot.

Click Validate.

If Ask before posting is on, confirm the box. Stock goes up.

4. Book the bill

Accounts types the supplier's invoice number as Bill Reference and the Bill Date, checks lines, prices and VAT, and clicks Confirm.

BillBILL/2026/0080 · ANI-INV-7781 · 11,025.00 AED

Go to Operations › Purchase › Received – Not Billed.

Then Purchase.

Then Received – Not Billed.

Open the LPO.

Click Create Bill. A draft bill opens for the received goods, linked to the LPO.

Type the Bill Reference: the supplier's invoice number.

Type the Bill Date: the date on the supplier's invoice.

Check the lines, prices and VAT against the supplier's invoice. A discount goes in Disc. % on a line, or the Discount button for the whole bill.

Click Confirm.

If Ask before posting is on, confirm the box. The stock is valued at the bill price and the input VAT is recorded.

5. Pay the supplier

From the bill, Register Payment: the bank, the amount and the date, then Create Payment.

NoticePayment of 11,025.00 AED to Al Noor Industrial Supplies L.L.C recorded.

PaymentBPV/2026/0073 · the bill reads Paid – awaiting bank match

Open the vendor bill: Finance › Transactions › Payables › Vendor Bills.

Then Transactions.

Then Payables.

Then Vendor Bills.

Click the bill.

Click Register Payment.

Choose the Journal: your bank or Cash. Check the Amount and the Payment Date; for a part payment, type the amount you paid.

Click Create Payment.

If Ask before posting is on, confirm the box. A bank payment takes the next BPV number; cash a CPV number.

6. Match the payment with the bank line

When the statement is in (WE-09), Accounts matches the line TRANSFER TO AL NOOR INDUSTRIAL SUPPLIES with BPV/2026/0073 and clicks Validate.

AfterBPV/2026/0073 and BILL/2026/0080: Paid

Go to Finance › Transactions › Bank & Cash › Bank Reconciliation.

Then Transactions.

Then Bank & Cash.

Then Bank Reconciliation.

Choose the bank at the top and click To Reconcile.

Click a bank line on the left. Its amount, label and To reconcile: amount show on the right.

Check or choose the Partner (the customer or vendor).

On the Match journal items tab, find the matching item (search by reference, name or amount) and click it. It moves up into the table.

To reconcile: now shows 0.00.

Click Validate. The line moves to Reconciled; its payment and the bill read Paid.

The result

500 helmets in stock at 21.00 each, the bill paid and matched with the bank. The approval step kept an 11,025.00 AED order from going out without the Owner.

Buy with an LPO above the approval amount

The case

1. Make the RFQ and confirm it

2. Approve the LPO

3. Receive the goods

4. Book the bill

5. Pay the supplier

6. Match the payment with the bank line

The result

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