Steps
- Open Add Purchase. In the sidebar, open Purchases and click Add Purchase.
- Fill the header. Choose the Supplier, enter the Reference No (blank to auto generate), the Purchase Date and the Business Location the stock goes to.
- Set the status. Set Purchase Status to Received when the goods have arrived. Ordered or Pending don't add stock yet.
- Set terms and attach the bill. Enter the Pay term in days or months and use Attach Document for the supplier's invoice.
- Add products. Search by product name or SKU, or scan a barcode, and set the Purchase Quantity for each line.
- Enter costs. Enter Unit Cost (Before Discount) and Discount Percent. Unit Cost (Before Tax), Product Tax, Net Cost and Line Total calculate.
- Update selling prices. If price editing from purchases is on, adjust Profit Margin % or Unit Selling Price (Inc. tax) to update the product's prices.
- Add lots and dates. Fill Lot Number and MFG Date / EXP Date where those settings are on.
- Totals and shipping. Set Discount Type and Discount Amount, Purchase Tax, Shipping Details and (+) Additional Shipping charges, and add notes.
- Pay and save. Under Add payment, enter the amount paid now, or leave it for later. Click Save.
Settings that change this screen
Several columns appear only when turned on in Settings › Setting › Purchases.
- Enable editing product price from purchase screen: margin and selling price columns
- Enable Purchase Status: otherwise every purchase is Item Received
- Enable Lot number: lot column
- Purchases in other currency: exchange rate field
- Enable Product Expiry (Product tab): MFG and EXP dates
Tips
Products only become available to sell when the status is Received, at the location on the purchase. Use the keyboard shortcuts shown by the keyboard icon at the top to work faster. Pay term drives the Purchase Payment Due list on the Dashboard.
Frequently asked questions
How do I record a purchase I haven't paid for yet?
Save it with no payment, or a partial one. It shows as Due or Partial in List Purchases and in Purchase Payment Due on the Dashboard. Pay it later with Add payment on the purchase, or Pay on the supplier.
Can a purchase update my selling prices?
Yes, if Enable editing product price from purchase screen is ticked in Settings › Setting › Purchases. Change the Profit Margin % or Unit Selling Price on the line, and the product's purchase and selling price update when you save.
Why didn't my stock go up after a purchase?
Check the Purchase Status. Only Received adds stock. Edit the purchase or use Update Status in List Purchases to mark it received, and check it went to the right Business Location.