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 07 · 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.

13 min read5 steps stepsProcurement & finance teams

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Set up vendor database
Send RFQ and compare quotes
Create PO linked to project BOQ
Track delivery and update stock
Record payments and manage vendor credit

Step-by-step guide

5 steps to a fully managed procurement cycle

From vendor onboarding to paid PO - all tracked in CrmLeaf.

🏭STEP 1

Step 1: 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.

In CrmLeaf

1Go to Vendors → Add Vendor
2Enter company name, contact person, email and phone
3Set payment terms (e.g. Net 30, Net 60, 50% advance + 50% on delivery)
4Set credit limit if applicable
5Assign product categories they supply (Panels / Inverters / Cables / BOS)
6Mark vendor as "Approved" - only approved vendors can receive POs

Outcome

Vendor database populated with approved suppliers. Ready to raise RFQs and POs.

Tip

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.

📊STEP 2

Step 2: 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.

In CrmLeaf

1Inventory → RFQs → New RFQ
2Add the required items and quantities from your shortfall list or manually
3Select vendors to receive the RFQ (2–4 vendors recommended for competitive quoting)
4Send RFQ - vendors receive email with the RFQ document
5As quotes are received, enter them against each vendor in the RFQ comparison view
6Select the preferred vendor and convert to a PO

Outcome

Competitive quotes received and compared. Best vendor selected on price, lead time and terms. PO created from the winning quote.

Tip

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.

📄STEP 3

Step 3: 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.

In CrmLeaf

1Go to Vendors → POs → New PO (or convert from RFQ)
2Select the vendor and set the PO date
3Add line items (or import from BOQ shortfall list)
4Link the PO to the specific project - costs attribute automatically
5Set delivery date aligned with project milestone schedule
6Set payment milestone (e.g. 50% on PO, 50% on delivery)
7Submit PO - vendor receives PO document by email

Outcome

PO raised and sent to vendor. Procurement cost linked to project. Delivery date aligned to project milestone.

Tip

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.

🚚STEP 4

Step 4: 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.

In CrmLeaf

1Vendors → POs → open the relevant PO → click "Record Delivery"
2Enter items received and quantities - can be partial if delivery is in stages
3Select the warehouse where materials were received
4Add delivery note number for reference
5Stock levels update automatically across the receiving warehouse
6If delivery is short - remaining items stay as "Outstanding" on the PO

Outcome

Delivery recorded. Warehouse stock updated automatically. Outstanding PO quantity tracked for follow-up with vendor.

Tip

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

💳STEP 5

Step 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.

In CrmLeaf

1Vendors → Payments → New Payment (or from PO record → "Record Payment")
2Enter payment amount, date and payment reference
3Link to the specific PO - outstanding balance updates
4For credit notes: Vendors → Credit Notes → New Credit Note → link to vendor → apply to future payment
5View Vendor Statement: all POs, payments and credits in chronological order
6Payables Report shows total outstanding per vendor and overall payables position

Outcome

All vendor payments recorded and linked to POs. Vendor statements accurate. Finance has a live payables position without a spreadsheet.

Tip

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 have achieved

Tutorial complete

🏭

Vendor database

Approved suppliers configured with payment terms, credit limits and product categories - ready to receive POs and RFQs.

🔗

BOQ-linked procurement

POs linked to project BOQs mean procurement costs attribute to the right project - real-time margin visibility throughout execution.

💳

Live payables

Vendor payments recorded and tracked. Outstanding payables visible at a glance. No payment surprises at month end.

FAQ

Common questions

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.

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How to manage vendor POs and payments for solar procurement

5 steps to a fully managed procurement cycle

Step 1: Set up your vendor database

Step 2: Send an RFQ and compare quotes

Step 3: Create a PO linked to the project BOQ

Step 4: Track delivery and update stock

Step 5: Record payments and manage vendor credit

Tutorial complete

Vendor database

BOQ-linked procurement

Live payables

Common questions

Continue learning CrmLeaf

How to manage a solar project from lead to commissioning

How to create a solar BOQ and proposal in under 30 minutes

How to set up solar project milestones and task assignments

Start your free trialand follow this guide.

Start your free trial
and follow this guide.