Purchase Pro – Documentation

• Perfex CRM 3.0.0 or higher
• PHP 7.4 or higher
• MySQL 5.7 or higher

1. Download the module ZIP file
2. Log in to your Perfex CRM as Administrator
3. Navigate to Setup → Modules
4. Click Upload Module
5. Select the downloaded ZIP file (purchase_pro.zip)
6. Click Install
7. The module will appear in the modules list – click Activate

modules/purchase_pro/
├── purchase_pro.php         # Main module file
├── install.php               # Database migrations
├── controllers/
│   └── Purchase_pro.php     # Admin controller
├── models/
│   ├── Purchase_pro_model.php
│   ├── Suppliers_model.php
│   └── Orders_model.php
├── views/
├── helpers/
│   └── purchase_pro_helper.php
├── libraries/
│   ├── Purpro_pdf.php
│   └── Purpro_mail.php
├── assets/
├── docs/                     # Documentation (Markdown)
└── language/                 # 24 languages

A valid license is required for each Perfex CRM installation. After purchasing from vollstart.com, you will receive a license key.

1. Navigate to Setup → Modules → Purchase Pro → Settings
2. Enter your License Key
3. Click Save Settings
4. The license status will show as Active

The Purchase Pro dashboard provides a quick overview of your procurement activities with real-time statistics and recent activity.

• Open Orders – Purchase orders awaiting fulfillment
• Pending RFQs – Request for Quotations awaiting supplier responses
• Active Suppliers – Total number of active suppliers
• Monthly Spending – Total purchase order value this month

Shows the latest purchase orders, received goods, and supplier communications. Click any item to navigate directly to its detail view.

The supplier management system lets you maintain a comprehensive database of your vendors with contact information, preferences, and performance tracking.

1. Navigate to Purchases → Suppliers
2. Click + New Supplier
3. Fill in the supplier details:
   • Company Name (required)
   • Code – Auto-generated with configurable prefix (e.g., SUP-001)
   • Website, Address, City, Country
   • Tax Number / VAT ID
   • Payment Terms (days)
   • Currency – Default currency for POs
4. Click Save

Each supplier can have multiple contacts. Contacts are used for email communication and RFQ routing.

• Open a supplier → Contacts tab
• Click + Add Contact
• Fields: Name, Email, Phone, Position, Primary (checkbox)

Link specific items to suppliers with pricing and lead time information. This enables:

• Quick supplier lookup when creating purchase orders
• Automatic price suggestions
• Lead time tracking for delivery planning
• Integration with inventory_pro supplier dropdown

Track and evaluate supplier performance with a comprehensive scorecard system. Each supplier is rated across four categories.

The overall score (0–10) is calculated as a weighted average. View trends over time with monthly snapshots and historical graphs on the supplier detail page.

Configure alerts in Settings → Supplier Scorecard to be notified when a supplier’s score drops below a threshold.

Purchase Orders (POs) are the core of the procurement workflow. Create, track, and manage orders to your suppliers.

1. Navigate to Purchases → Orders
2. Click + New Order
3. Select a Supplier
4. Add line items with quantity, unit price, and tax
5. Set Expected Delivery Date
6. Add notes or internal comments
7. Click Save

Click Send to Supplier to email the PO as a PDF attachment. The email uses your configured template and is sent to the supplier’s primary contact.

When goods arrive from a supplier, use the Goods Receipt workflow to record received quantities and update your inventory.

1. Open the Purchase Order
2. Click Receive Items
3. The modal shows all line items with ordered quantities
4. Enter the Received Quantity for each item
5. Click Confirm Receipt

You can receive items in multiple batches. The system tracks cumulative received quantities and automatically updates the order status to Partial until all items are fully received.

When inventory_pro is active, receiving items triggers a choice dialog:

• Create Goods Receipt – Opens inventory_pro’s full receipt document with warehouse selection, batch/serial numbers, and FIFO/FEFO tracking
• Quick Receive – Instantly adds stock to the default warehouse

Click on any received quantity to edit it inline. Changes are logged in the order history with before/after snapshots for audit trail.

Send RFQs to suppliers (one per RFQ) to compare prices before creating a purchase order.

1. Navigate to Purchases → RFQs
2. Click + New RFQ
3. Add the items you need quotations for
4. Select one or more suppliers to send the RFQ to
5. Set a Response Deadline
6. Click Send RFQ

When the supplier responds, review the quoted prices against your existing data.

Once you select the best offer, click Convert to PO to automatically create a purchase order with the supplier’s quoted prices and terms.

Purchase Pro provides granular control over email notifications with a two-level guard system.

In Settings → Email, configure which email types are enabled globally:

• Purchase Order Emails – Send PO to supplier
• RFQ Emails – Send RFQ to supplier
• Payment Confirmation – Notify supplier of payment
• Order Status Updates – Internal notifications

Override global settings on a per-supplier basis. Open any supplier → Email Settings tab to enable/disable specific email types for that supplier.

Global Guard OFF → No emails sent (regardless of supplier setting)
Global Guard ON  → Check per-supplier setting
  Supplier ON   → Email sent
  Supplier OFF  → Email blocked

Track payments against purchase orders to maintain a clear financial overview.

1. Open a Purchase Order
2. Go to the Payments tab
3. Click + Add Payment
4. Enter amount, date, payment method, and reference
5. Click Save

Customize the look of your Purchase Order and RFQ PDF documents.

Navigate to Settings → PDF to configure:

• Company Logo – Displayed on header
• Header/Footer Text – Custom text per document type
• Font & Font Size
• Color Scheme – Primary color for headings and accents
• Show/Hide Columns – Toggle item description, SKU, tax
• Terms & Conditions – Appended to PO/RFQ documents

Two built-in templates:

• Standard – Clean, professional layout
• Compact – More items per page, smaller fonts

Access all module settings via Setup → Purchase Pro → Settings.

• Supplier Code Prefix – e.g., “SUP-” for auto-generated codes
• Order Number Prefix – e.g., “PO-” for purchase order numbers
• Default Currency – Default currency for new orders
• Default Payment Terms – Days (e.g., 30, 60, 90)
• Default Tax Rate – Applied to new line items

Customize email templates for PO, RFQ, and payment notifications. Use merge fields like {supplier_name}, {order_number}, {total}.

• Auto-number – Automatic order number generation
• Auto-send PO – Send email on order creation
• RFQ Reminder – Notify staff of pending RFQs past deadline

Purchase Pro integrates with other VOLLSTART modules to create a seamless procurement-to-fulfillment workflow. Each integration is optional – the module works standalone.

• Goods Receipt – Receiving items on a PO creates inventory documents
• Stock Levels – View current stock when creating purchase orders
• Preferred Supplier – inventory_pro’s supplier dropdown pulls from Purchase Pro
• Supplier Warehouse Mapping – Map suppliers to receiving warehouses

• Bidirectional Email – All supplier communication tracked on order timeline
• RFQ Auto-Response – Parse supplier email replies with structured blocks
• Email History – Full thread view per order and per supplier

• Payment Matching – Bank CSV imports auto-match PO payments
• Invoice Linking – Link supplier invoices to purchase orders

• B2B Automation – Incoming shop orders can trigger purchase orders
• RFQ Workflow – Shop RFQs routed to supplier management

Full Procurement Cycle:
RFQ → Supplier Quote → PO → Goods Receipt → Stock Update → Invoice → Payment

Purchase Pro uses the standard Perfex CRM permission system. Configure at Setup → Staff → Roles.

• Check that the module is Activated in Setup → Modules
• Verify your staff role has View permission for Purchase Pro
• Clear browser cache and reload

• Ensure your domain matches the one registered with your license
• Check that your server can reach vollstart.com (cURL required)
• Try deactivating and reactivating with the same key

• Verify Global Email Guards are enabled in Settings
• Check per-supplier email toggles
• Ensure Perfex CRM email (SMTP) is configured correctly
• Check Setup → Email Queue for failed emails

• Ensure both modules are Activated
• inventory_pro must be version 1.0.0 or higher
• Check Activity Log for error messages

1. Navigate to Setup → Modules
2. Find Purchase Pro and click Deactivate
3. Optionally click Uninstall to remove the module completely

• Supplier management with contacts and preferences
• Purchase Order (PO) workflow: Draft → Sent → Partial → Received
• Request for Quotation (RFQ) with multi-supplier comparison
• Supplier Scorecard with weighted rating categories
• Goods Receipt workflow with inline corrections
• Payment tracking and status management
• PDF generation for PO and RFQ documents
• Email guards (global + per-supplier toggles)
• Integration hooks for inventory_pro, entity_emails, invoice_reconciliation, shop_pro
• Cross-module API for supplier and stock data
• 24 languages supported
• In-app documentation viewer