Tracking supplier purchases is an essential part of managing any business that relies on procuring goods or services. From raw materials for production to stock for resale, effective purchase tracking ensures that your inventory is balanced, supplier relationships are maintained, and your financials are accurate. Dolibarr ERP/CRM offers an integrated approach to supplier purchase tracking through its built-in modules, providing a unified system to manage orders, deliveries, invoices, and payments.

This comprehensive guide walks you through every aspect of managing supplier purchases in Dolibarr, from module activation to best practices for automation, reporting, and supplier management. Whether you're a small business looking to streamline procurement or a growing enterprise optimizing operations, this guide will give you the in-depth knowledge needed to leverage Dolibarr effectively.

1. Understanding the Importance of Supplier Purchase Tracking

Supplier purchase tracking impacts several core areas of business:

• Inventory Management: Ensures stock levels are updated based on incoming purchases.

• Cost Control: Helps monitor unit prices, discounts, and delivery costs.

• Cash Flow: Allows planning of payments according to due dates and supplier terms.

• Compliance: Maintains accurate records for audit and tax purposes.

• Supplier Performance: Enables evaluation of delivery timelines and product quality.

A robust tracking system such as Dolibarr allows for all these components to be managed within a single platform.

2. Modules Required for Supplier Purchase Management in Dolibarr

To start tracking purchases from suppliers, activate the following Dolibarr modules:

• Third Parties (to manage suppliers)

• Products/Services (to catalog purchased items)

• Supplier Orders (to create and track purchase orders)

• Reception/Stock Management (to receive goods into inventory)

• Supplier Invoices (to manage billing and payments)

Go to Home > Setup > Modules and enable each of these. Optionally, you can also activate:

• Margins: To analyze profit from purchased vs. sold items.

• Accounting: To integrate purchases into your general ledger.

3. Adding Suppliers and Products

Start by entering your suppliers into the system:

• Navigate to Third Parties > New Third Party

• Choose the type as “Supplier”

• Fill in details like company name, address, contact information, VAT, payment terms, etc.

Then, define products and services:

• Go to Products/Services > New Product/Service

• Assign a unique reference, category, and description

• Choose “Purchased” or “Purchased and Sold”

• Enter default purchase prices and applicable suppliers

Linking products to specific suppliers allows for auto-filling of purchase prices during order creation.

4. Creating Supplier Purchase Orders

Purchase orders are formal requests sent to suppliers. To create one:

• Navigate to Purchases > Orders > New Order

• Select the supplier

• Add product lines with quantities and unit prices

• Specify delivery dates, comments, or internal notes

• Confirm and validate the order

Once validated, the status updates and the order is now trackable through the order list and dashboard widgets.

5. Sending and Managing Purchase Orders

After creating the order:

• Use Dolibarr’s PDF generator to produce a formatted PO

• Email directly from the system to the supplier

Monitor statuses:

• Draft → Validated → Ordered → Received

Orders can be marked as received partially or fully depending on delivery.

6. Receiving Supplier Shipments

When items are delivered:

• Go to Purchases > Receptions > New Reception

• Link to an existing purchase order

• Confirm quantities received (full or partial)

This updates the stock levels in your warehouse, assuming stock tracking is enabled.

If items are backordered, Dolibarr can track pending quantities. You can receive goods in multiple batches and consolidate reception entries later.

7. Handling Supplier Invoices

Invoices from suppliers are recorded for payment and financial tracking.

To create an invoice:

• Go to Purchases > Supplier Invoices > New Invoice

• Link to the purchase order or enter lines manually

• Record invoice number, issue date, due date, payment terms, and tax details

Invoices can be validated and paid directly through Dolibarr. Link the invoice to the corresponding order and reception for full traceability.

8. Managing Payments to Suppliers

Payments are recorded under the invoice module:

• Open the validated invoice

• Click “Add Payment”

• Specify amount, payment mode (e.g., bank transfer), and reference

Partial and multi-currency payments are supported. Payments update the supplier balance and reflect in financial reports.

9. Automating Purchase Workflows

Dolibarr supports automation features to streamline procurement:

• Set minimum stock thresholds and enable automatic purchase proposals

• Use “Replenishment” module to generate bulk orders based on stock levels

• Create invoice drafts automatically upon validating receptions

Automating reduces manual tasks and speeds up procurement cycles.

10. Reporting and Analytics

Key reports include:

• Purchase Order History

• Supplier Invoice Status

• Outstanding Payments

• Margins and Unit Cost Analysis

• Supplier Delivery Timelines

Reports can be exported to Excel, PDF, or integrated into custom dashboards using third-party tools or modules.

11. Supplier Evaluation and Relationship Management

Track supplier KPIs:

• Delivery punctuality

• Quality of goods

• Responsiveness and communication

Maintain internal ratings, add comments, and schedule review meetings using Dolibarr’s agenda and notes functions. These insights support better negotiation and supplier selection.

12. Accounting Integration (Optional)

If the accounting module is enabled:

• Supplier invoices create journal entries

• VAT, expenses, and payables are automatically posted

Ensure correct chart of accounts and tax codes are configured under Accounting > Setup.

This helps to maintain accurate books and simplifies end-of-year processes.

13. Common Mistakes to Avoid

• Skipping Order Validation: Unvalidated orders don’t allow reception or invoicing.

• Incorrect Supplier Info: Leads to billing and communication errors.

• Omitting Taxes: Results in inaccurate financial reporting.

• Not Updating Stock: Causes inventory discrepancies.

• Duplicate Entries: Always link orders, receptions, and invoices to avoid redundancy.

14. Best Practices for Supplier Purchase Tracking

• Use categories to segment suppliers (e.g., local vs. international)

• Attach contracts or correspondence to supplier records

• Review aging reports monthly

• Regularly back up data

• Train staff on workflows and documentation standards

15. Advanced Tools and Add-Ons

Expand functionality with:

• Barcode scanner integration for reception

• OCR invoice processing

• Supplier portal for order tracking

• Budget module to monitor procurement expenses

Many features are available via the Dolistore marketplace or open-source community.

Conclusion

Tracking supplier purchases in Dolibarr is a core feature that, when used effectively, can transform the way your business manages procurement. With built-in tools for every step—from order creation to payment—Dolibarr provides a centralized, efficient, and traceable environment. By following structured workflows and leveraging automation, businesses can reduce errors, improve supplier relationships, and gain clear visibility over purchasing activity.

Whether you're upgrading from spreadsheets or replacing legacy ERP systems, Dolibarr offers a scalable and affordable solution. Use this guide as your reference to master supplier purchase tracking and bring greater control to your operations.