Efficient inventory management starts with a streamlined purchasing workflow. The Purchase Module in the CloudMA ERP system provides a structured, automated way to log new stock arrivals, manage supplier terms, track batch lifespans, and update financial records seamlessly.
This article provides a step-by-step walkthrough of recording a new purchase order or Goods Received Note (GRN) within the system.
Step 1: Accessing the Purchase Module
To begin, navigate to the main sidebar on the left side of your ERP dashboard.
Click on the Purchase Module dropdown to expand its options.
Select Add Purchase/ GRN from the sub-menu.
This will open the master Add Purchase interface, where you will document the transaction.
Step 2: Entering General Purchase Details
Before adding items, you must define the operational parameters of the purchase in the top form panel:
Date: The system automatically references the current date (e.g., 06/09/2026), but this can be adjusted if logging a historical invoice.
Warehouse: Select the destination warehouse where the inventory will physically land (e.g., Main Store) using the dropdown.
Invoice Number: Input the official invoice number provided by your supplier for cross-referencing.
Supplier: Choose the vendor from your pre-configured vendor list (e.g., testingsupplier (test)).
Purchase Status: Change this status based on the physical state of the delivery. The dropdown allows you to choose from Received, Partial, Pending, or Ordered.
Understanding the Purchase Status
The Purchase Status field is the most important field in the GRN form. It controls whether the items you are adding will be posted to stock or held as a pending order. There are four available status options:
Received
Partial
Pending
Ordered
For day-to-day operations, the two most commonly used statuses are Received and Ordered, and they behave very differently in terms of stock impact.
Received Status — Goods Added to Stock Immediately
When you select Received as the Purchase Status and save the GRN, the system treats the goods as physically received at your warehouse. The following happens automatically
The GRN record is created and appears in the Purchase / GRN List. All items listed in the Order Table are added to your stock/inventory in real time. Stock quantities in the selected warehouse are updated immediately.
Ordered Status — GRN Created Without Stock Update
When you select Ordered as the Purchase Status, the system records the purchase as a pending order. This is useful when you place an order with a supplier but the goods have not yet arrived. The behavior is as follows
The GRN record is created and appears in the Purchase / GRN List as usual. The items are NOT added to stock — inventory quantities remain unchanged. The record serves as a purchase order reference until goods arrive.
Converting an Ordered GRN to Received;
Once your product appears in the Order Table, you will see a 'Select Batch' button in the Batch No column of that product row. This is how you assign a batch number to the stock being received.
1. Locate the product row in the Order Table.
2. Click the Select Batch button in the Batch No column.
3. A popup dialog titled 'Select Batch' will appear on screen.
One of the most powerful features of batch tracking in CloudMA ERP is the ability to receive the same product under different batch numbers in a single GRN — or across multiple GRNs. This allows you to maintain separate pricing and expiry tracking for each delivery.