Tips and FAQ | iotoms Docs

When does my inventory actually change? Only when a goods receipt is confirmed. Creating vendors, raising POs, sending POs, and saving a draft GRN never touch stock levels.
Can I delete a vendor? No — vendors stay on record because past orders and receipts reference them. Set the vendor to Inactive instead (Toggle status from the list, or the Status pill on the edit form), and use the Active only filter to hide it.
Why can't I change a vendor's code? The vendor code is a permanent unique identifier — it's locked after creation. Everything else on the vendor is editable.
Can I edit a purchase order after submitting it? No. From Submitted onward the order is locked. If it's wrong and hasn't been sent yet, Cancel PO and create a new one.
How does a PO reach the "Received" status? Automatically — once confirmed goods receipts cover all its ordered quantities. There is no manual "mark as received" button.
What's the difference between Received and Accepted on a GRN line? Received is what arrived; Accepted is what you're taking into stock. If 10 arrived but 2 were damaged, record Received 10 / Accepted 8 — the 2 rejected stay on the receipt as evidence for the vendor.
The delivery was only partial — what do I do? Confirm a GRN for what arrived. The PO keeps showing the Outstanding quantity, and you record another GRN against the same PO when the rest arrives.
Why isn't my PO showing in the GRN form's Purchase Order dropdown? The dropdown lists approved orders. The most reliable route is the Create Goods Receipt button on the PO's own detail page, which links the order for you.
Can I undo a confirmed goods receipt? No — confirmation posts stock and is final. Only draft receipts can be cancelled.
What does the "Catch weight" badge on a GRN line mean? The item is stocked by measured weight, not by count. Its quantities are whole packs, and a scale reading (gross total or per-pack) is required before the receipt can be saved. The server nets out packaging weight and stocks the net weight of accepted packs.
Why do I get a variance warning on a catch-weight line? The measured net weight differs from the expected weight (packs × nominal weight) by more than the tolerance. It's a flag for follow-up with the vendor — it never blocks receiving.
Can I print a purchase order or goods receipt? Yes — both detail pages have a PDF button in the header that downloads a printable document.
Why can't I see Procurement in my sidebar? Your role lacks the inventory/expense management permission. Ask your administrator to grant access.
What's the difference between a request for quote and a purchase order? A request asks suppliers what they charge; a purchase order tells one supplier what to send. A request commits you to nothing. See Asking Several Vendors for a Price.
Can I send one request and buy from two suppliers? Yes — that is the point of awarding line by line. Each winning supplier gets its own draft purchase order. See Awarding the Business.
Why can't I edit a request after sending it? Because suppliers have already priced what you asked for. Changing the basket underneath them would quietly invalidate every quote you received. Close it and raise a new one.
A supplier sent a revised price. Do I record a second quote? No — open their existing quote and edit it. One supplier has one quote per request; a revision is an edit.
Why is the award button missing when I can record quotes fine? Awarding is a separate permission on purpose: keying in ten suppliers' prices should not by itself decide who gets the business. Ask your administrator for the award permission.
The purchase orders from my award are Drafts. Is that a mistake? No. Awarding decides who wins; the orders still go through Submit → Approve → Send like any other, so nothing leaves for a supplier without your usual sign-off.
Where did the cost on my purchase-order line come from? The grey text under the line says which one: a rate you recorded on Purchases → Agreed Prices, a rate a won quote left behind, what you last actually paid, that supplier's standing cost list, or the item's own cost. It is never the item's selling price. See Where a Purchase-Order Cost Comes From.
Nothing is filled in for a line's cost. Why? There is nothing on file for that supplier and item — no rate you recorded, nothing you have ever paid them for it, no vendor cost, no catalog cost. Type the cost. From then on it is remembered from the document itself, and you can also record the rate you agreed so future orders open at it.
Does awarding a quote change my vendor's cost list? No. Your hand-maintained cost list is left alone; the agreed rate is recorded separately, as a new dated row.