The Purchases app enables you to manage every stage of your vendor-facing procurement workflows. From creating purchase orders and receiving goods, to memoing items, processing returns, and reconciling vendor documents. It serves as a centralized system where your team can track transactions with vendors, ensure accurate inventory updates, and maintain clear, audit-ready records of all procurement activities.
This guide walks you through key features and document types, helping you track and adjust inventory efficiently.
🔁 Overview of Purchase Document Types
Document Type | Use Case | Add New Items | Pull Items from Existing Docs |
Purchase Order (PO) | Initiate purchase | ✅ | ❌ |
Purchase Receipt (PR) | Confirm receipt of goods | ✅ | From POs, Memos |
Memo | Receive memo stock from vendor | ✅ | ❌ |
Memo Return | Return memoed items | ❌ | From PMs |
Credit Note (CN) | Return purchased items | ❌ | From PRs |
Creating a Purchase Document
Follow these steps to create a new Purchase document:
💡Note: If you don’t see Purchases in the Pavilion B2B app, please contact your administrator.
To create a new Purchase document, follow these steps:
Navigate to the Pavilion B2B app and open the Purchases tab.
Click the New button.
Select the appropriate record type (e.g., Purchase Order, Purchase Receipt, etc.).
Click Next.
Fill in all required fields.
Click Save to create the document.
Adding Document Line Items
To add line items to a Purchase document, follow these steps:
Create a purchase document (if not already created).
Click one of the available buttons based on your needs:
+ Misc
Use this option to add miscellaneous charges or non-catalog items that are not part of the standard item list (e.g., fees, adjustments, or custom entries).+ Item
Select this option to add individual items manually from the catalog or predefined list. This is best when adding a small number of specific items.+ Bulk Items
Use this option to add multiple items at once. This is ideal for large orders, allowing you to save time by uploading or selecting several items in a single action.
Click on the Inventory Item field.
Select an existing inventory item from the list, or create a new one.
A single quantity of the selected item will be added as a copy.
Once added, you can edit or delete items as needed.
How to Process Purchasing Inventory Items in a Vendor Document
To receive inventory items from a vendor, follow these steps:
Create a Purchase Document using one of the following types:
Purchase Order – for purchasing inventory items.
Memo – for memoing inventory items.
Add the required inventory items to the Purchase Document.
Click the Post button and confirm the action.
Click the Receive button.
Select the items you want to receive from the list.
Click Next.
Choose how you'd like to proceed:
Select Create New to generate a new Purchase Receipt.
Or select Pick Existing to add the items to an existing Purchase Receipt.
Click the Receive button. You will be redirected to the corresponding Purchase Receipt record.
On the Purchase Receipt record, click the Post button and confirm the action to finalize the receipt.
Understanding Memo Balances
Each Memo tracks two financial balances that help you understand the status of memoed items and what is still owed to the vendor.
The Memo Balance shows the total value of all items on the memo. It starts with the full value of every item added to the memo. When items are returned to the vendor or purchased, the balance adjusts to reflect only the items that are still on memo.
The Payable Balance shows the total cost you still owe the vendor. It includes shipping charges and any other costs added to the memo. Payments recorded under the memo reduce this balance, so it always shows the remaining amount you need to pay.
This way, you can quickly see both the value of items currently borrowed and the remaining payment obligations for the memo.
Returning Memo or Purchased Items to a Vendor
💡 Tip: The easiest way to find the related Purchase Document for an inventory item is to go to the Inventory Item record and open the Activities section. There, you'll find links to all related documents in Document/ Note column.
To return items to a vendor, follow these steps:
1. On a closed Purchase Receipt record, click the Return button.
2. Select the inventory items you wish to return.
3. Click Next.
4. Choose how you'd like to proceed:
Select Create New to initiate creating a new document for the return.
Or choose Pick Existing to add the items to an existing document.
5. Click the Return button.
6. On the opened document, click Post and confirm the action to complete the return process.