Can I manage partial deliveries on a single PO?

Yes. CrmLeaf handles partial deliveries cleanly. Record each delivery batch against the PO - CrmLeaf tracks received quantity, outstanding quantity and expected delivery date for the remainder. Multiple delivery receipts can be recorded against a single PO.

How does vendor credit work?

Vendor credit notes (from returns, short deliveries or price adjustments) are recorded in CrmLeaf and applied against future payments to that vendor. The credit balance is tracked in the vendor record and automatically reduces the next payment due, or can be applied manually to a specific invoice.

Can I set spending limits or approval rules for POs?

Yes. PO approval rules can be configured in Settings → Procurement Rules. You can require manager approval for POs above a set value (e.g. over $10,000 requires procurement manager sign-off). POs below the threshold are auto-approved and sent directly to the vendor.

Does CrmLeaf send the PO directly to the vendor by email?

Yes. When you create a PO and click Submit, CrmLeaf sends the PO document to the vendor's registered email address automatically. The PO is formatted as a professional PDF with your company letterhead. Vendor confirmation is tracked on the PO record.

TUTORIAL 13 · PROCUREMENT

How to manage vendor POs and payments for solar procurement

This tutorial covers the full solar procurement cycle in CrmLeaf - from setting up your vendor database to raising purchase orders linked to project BOQs, tracking deliveries and recording vendor payments.

CrmLeaf TeamUpdated July 202613 min readProcurement & finance teams

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STEP 1 OF 5

Set up your vendor database

Before you can raise a PO, add your approved solar suppliers to CrmLeaf. Each vendor record stores contact details, payment terms, bank details and the product categories they supply.

Go to Vendors → Add Vendor
Enter company name, contact person, email and phone
Set payment terms (e.g. Net 30, Net 60, 50% advance + 50% on delivery)
Set credit limit if applicable
Assign product categories they supply (Panels / Inverters / Cables / BOS)
Mark vendor as "Approved" - only approved vendors can receive POs

Add your 10 most-used vendors first. You do not need every vendor in the system before you start - add new vendors as you need them.

WHAT YOU SEE WHEN DONEVendor database populated with approved suppliers. Ready to raise RFQs and POs.

STEP 2 OF 5

Send an RFQ and compare quotes

For significant purchases, send a Request for Quotation to multiple vendors simultaneously. Compare their quotes on price, lead time and payment terms before selecting the preferred vendor.

Inventory → RFQs → New RFQ
Add the required items and quantities from your shortfall list or manually
Select vendors to receive the RFQ (2–4 vendors recommended for competitive quoting)
Send RFQ - vendors receive email with the RFQ document
As quotes are received, enter them against each vendor in the RFQ comparison view
Select the preferred vendor and convert to a PO

For standard re-stocking of panels or inverters from your preferred vendor, you can skip the RFQ and raise a PO directly. Use RFQs for large purchases or new items where you want competitive pricing.

WHAT YOU SEE WHEN DONECompetitive quotes received and compared. Best vendor selected on price, lead time and terms. PO created from the winning quote.

STEP 3 OF 5

Create a PO linked to the project BOQ

Raise a Purchase Order for the required materials, linked to the specific project BOQ. This ensures procurement costs are attributed to the right project and tracked against the BOQ budget.

Go to Vendors → POs → New PO (or convert from RFQ)
Select the vendor and set the PO date
Add line items (or import from BOQ shortfall list)
Link the PO to the specific project - costs attribute automatically
Set delivery date aligned with project milestone schedule
Set payment milestone (e.g. 50% on PO, 50% on delivery)
Submit PO - vendor receives PO document by email

Always link POs to a project when the materials are for a specific job. This is what enables the BOQ vs actual cost comparison that shows your project margin in real time.

WHAT YOU SEE WHEN DONEPO raised and sent to vendor. Procurement cost linked to project. Delivery date aligned to project milestone.

STEP 4 OF 5

Track delivery and update stock

When materials arrive, record the delivery against the PO. CrmLeaf updates warehouse stock automatically and marks received items on the PO - tracking partial deliveries cleanly.

Vendors → POs → open the relevant PO → click "Record Delivery"
Enter items received and quantities - can be partial if delivery is in stages
Select the warehouse where materials were received
Add delivery note number for reference
Stock levels update automatically across the receiving warehouse
If delivery is short - remaining items stay as "Outstanding" on the PO

Record deliveries the same day they arrive - delays in updating receipts lead to stock count discrepancies that take time to reconcile later.

WHAT YOU SEE WHEN DONEDelivery recorded. Warehouse stock updated automatically. Outstanding PO quantity tracked for follow-up with vendor.

STEP 5 OF 5

Record payments and manage vendor credit

Record vendor payments against POs as they are made. CrmLeaf tracks paid amounts, outstanding payables and vendor credit notes - giving procurement and finance a live payables position.

Vendors → Payments → New Payment (or from PO record → "Record Payment")
Enter payment amount, date and payment reference
Link to the specific PO - outstanding balance updates
For credit notes: Vendors → Credit Notes → New Credit Note → link to vendor → apply to future payment
View Vendor Statement: all POs, payments and credits in chronological order
Payables Report shows total outstanding per vendor and overall payables position

Review the payables report weekly - it takes 5 minutes and ensures no vendor payment due date is missed. Missed vendor payments damage supplier relationships and can affect credit terms.

WHAT YOU SEE WHEN DONEAll vendor payments recorded and linked to POs. Vendor statements accurate. Finance has a live payables position without a spreadsheet.

You've completed this tutorial

POs linked to project BOQs mean procurement costs attribute to the right project - real-time margin visibility throughout execution. Vendor payments recorded and tracked, with outstanding payables visible at a glance and no payment surprises at month end.

Next: Lead to Commissioning

Continue learning

Keep going with the next tutorials in the Solar CRM series.

TUTORIAL