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Purchasing & Inventory

The Purchasing section covers the full purchase-to-pay (inkoop-naar-betaling) cycle: requesting goods or services, receiving them, matching the delivery to the supplier's invoice, and paying.

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Purchase orders (inkooporders)​

A purchase order (PO) is a formal commitment to buy a specific quantity of goods or services from a supplier at an agreed price. Create POs to:

  • Commit to a purchase before the goods arrive
  • Get management approval before ordering
  • Enable 3-way matching (PO → receipt → invoice)
  1. Go to Purchasing & Inventory → Purchase orders.
  2. Click + New purchase order.
  3. Select the supplier, add lines (product, quantity, agreed price), and save.
  4. Once approved, the PO is sent to the supplier (via email or Peppol).

When goods arrive, create a Goods receipt against the PO. When the supplier invoice arrives, create a Supplier invoice against the PO. Shillinq matches all three automatically.

Goods receipts (pakbonnen)​

A goods receipt records when you physically receive the goods from a supplier. It:

  • Increases inventory stock levels
  • Posts to the GR/IR (goods received / invoice received) clearing account
  1. Go to Purchasing & Inventory → Goods receipts.
  2. Click + New goods receipt or select from an open PO.
  3. Enter the quantities actually received (may differ from ordered if partial delivery).
  4. Save. Shillinq posts the stock and GR/IR entries.

Supplier invoices​

The Supplier invoices (under Purchasing) is a purchasing-centric view of bills. It shows the same data as Accounts Payable but organised by purchase workflow:

  • Bills linked to a PO (3-way match)
  • Bills linked to a goods receipt
  • Standalone bills (no PO)

3-way matching​

3-way matching verifies that what was ordered (PO), what was received (goods receipt), and what was invoiced (supplier invoice) all agree within tolerance. Shillinq flags discrepancies:

StatusMeaning
MatchedAll three documents agree within configured tolerance
Price varianceInvoice price differs from PO price
Quantity varianceInvoice quantity differs from received quantity
ExceptionRequires manual review

Matched items can be auto-approved for payment. Exceptions need manual resolution.

Expense claims​

Expense claims let employees submit reimbursable expenses (receipts for travel, meals, office supplies) through Shillinq. Each claim:

  1. Is submitted with a PDF receipt attached.
  2. Goes through an approval workflow.
  3. Once approved, creates a bill against the employee as supplier.
  4. Is included in the next payment run.

Mileage log​

For Dutch ZZP-ers and companies reimbursing car travel at the official rate (€0.23/km), the Mileage log records trips and calculates the reimbursement.