Purchases
Record goods from a supplier with a scanner, pay from cash or a wallet or put it on credit, spread transport costs over item cost, and return goods to the supplier.
A purchase brings stock into your shop and records its cost. If you pay, the money leaves the cash box or wallet. If it's on credit, it goes on the supplier's balance.
Where to find it
- New purchase: Purchasing → New purchase.
- All purchases: Purchasing → Purchases.
Recording a purchase needs the Enter purchases permission. Viewing purchases needs See purchases and suppliers.
Record a purchase
Pick the supplier
Pick the supplier from the list, or type a new name and tap Add supplier. If you bought without a supplier, leave it on No supplier (cash purchase). Under the supplier's name you see their payment terms and You owe or Owes you.
Scan the items
Scan a barcode and the item is added. Scanning the same item again adds one to its quantity. You can also search by name.
Quantity and cost
Type the Qty and press Enter, then the Unit cost and press Enter. The cost starts at the last cost you bought the item at (or its average cost if there's none). Under each item you see the quantity in Stock, what you paid Last time, and what it Sells for. If the landed cost is above the sale price it turns red.
Payment
Choose Paid in full, Partly, or On credit, then Paid from (the cash box or a wallet). See Payment below.
Other details (optional)
Supplier invoice #, Date, Due date, and Note.
Save
Tap Save purchase. You see Purchase saved with its number, and you can open it or start a New purchase.
On a computer: F2 to search and Ctrl+Enter to save. The draft saves itself on this device, so if you close the page you'll find the purchase as you left it. Each branch has its own draft.
Unknown barcode
If you scan an unregistered barcode and you have the Add and edit items permission, a New item sheet opens with the barcode filled in. Enter the Item name, Cost, Sale price and category, then tap Add to invoice. You can open the same sheet with the New item button next to the search. Without the permission, ask someone with catalog access to add it.
Payment
- Paid in full: all the money leaves the cash box or wallet you picked.
- Partly: enter the Amount paid. The rest goes on the supplier's balance.
- On credit: nothing is paid now. The full amount goes on the supplier's balance.
Before saving you see Paid now and Goes on supplier balance. A supplier with payment terms starts on On credit automatically, and you can change it.
Cash purchase without a supplier: paid in full now. Credit and partial payment need a supplier.
The Due date is worked out from the date and the supplier's payment terms. You can change it, and tap Reset to go back to the automatic date. This date drives the Aging on the supplier page.
Extra costs
Transport, shipping, customs… Open Extra costs and tap Transport, Shipping or Another. Enter the label and amount, and pick Who paid it?:
- On supplier invoice (or With the invoice on a cash purchase): added to what you owe the supplier.
- I paid it separately: pick the cash box or wallet it was paid from. It doesn't go on the supplier's balance.
Either way, extra costs are spread over the items by value. Under each item you see Landed: the unit cost after extra costs.
How cost updates
When you save the purchase:
- The items enter the stock of the branch you have open, recorded as a Purchase movement.
- Each item's landed cost feeds its average cost. There's one average for the whole shop. See Average cost.
- The last cost is saved and shows next time as the starting cost on a purchase.
The purchases list
Purchasing → Purchases shows this month's purchases. Change the period, filter by supplier or by status (Posted / Voided), and with several branches choose This branch or All branches.
At the top you see Invoices, Total purchased, Paid at purchase and Put on credit. Each purchase is marked Paid, Credit, Part credit or Voided.
A purchase's page shows the items with each one's share of extra costs and landed cost, the payment, returns, and the Supplier ledger effect.
Return to supplier
Open the purchase
On the purchase page tap Return.
Set the quantities
Set a quantity per item, or tap Return all. You can't return more than Returnable (what was bought minus earlier returns). The return is valued at the item's landed cost on this purchase.
How does the supplier settle it?
Deduct from balance: what you owe the supplier goes down by the return value. Or Paid me back: pick the cash box or wallet. The money comes in and the supplier balance stays the same.
Save
Add a note if you want, and tap Save return.
The items leave stock as a Purchase return movement. The return button only shows on purchases with a supplier. You can also make a return from the supplier page without picking a purchase: scan any items and enter their cost.
Void a purchase
If a purchase was entered by mistake, tap Void and enter a reason. Stock goes back out, payments are reversed and the supplier balance is restored. The purchase stays in the list marked Voided.
A purchase with returns can't be voided. Return the rest instead. Voiding needs the Void purchases permission.