Purchase and sale report
The purchase and sale report puts what you bought and what you sold for the same period on one screen, with returns and unpaid amounts on both sides and a single overall figure underneath.
Purchase and sale in SeroPOS
Purchases including tax
Total purchases for the period, with tax included, alongside purchase returns sent back to suppliers.
Sales including tax
Total sales for the same dates, with tax included, alongside sell returns from customers.
Purchase due
How much of the period's purchases is still unpaid to suppliers.
Sale due
How much of the period's sales is still owed by customers on account or pay terms.
One overall figure
Sales less sell returns, less purchases, less purchase returns, so you see the net in one number.
Print for the file
Filter by location and date range, then print the report to keep with your month-end papers.
What the report compares
Open Reports, then Purchase & Sale Report, and pick a location and a date range. The left side totals purchases including tax, purchase returns and the purchase amount still due. The right side totals sales including tax, sell returns and the sale amount still due. Choose all locations to see the business as a whole.
Underneath, the Overall line works out sales minus sell returns minus purchases minus purchase returns. A due amount is shown as well. It is a quick sense check of whether the money coming in over a period is keeping pace with what you're spending on stock. You can print the report straight from the screen.
- Total purchase incl. tax, purchase return, purchase due
- Total sale incl. tax, sell return, sale due
- Overall: sale minus return minus purchase minus purchase return
- Due amount
When to use it instead of profit and loss
The profit and loss report adjusts for stock on hand, so it tells you what you earned on the goods you actually sold. The purchase and sale report doesn't adjust for stock. It simply compares what went out on purchases with what came in on sales, which is closer to how a cash-minded owner thinks about a week.
That makes it useful in a few situations: after a big stock-up, when you want to see how long sales take to catch up; in a slow month, to check you aren't buying faster than you sell; or when a supplier asks why a payment is late and you want the due figures in front of you.
Following up on amounts due
Purchase due and sale due come from the payment status of each purchase and sale. A purchase entered without a payment, or with a part payment, counts towards purchase due until it is paid in full. A credit sale or an invoice on pay terms counts towards sale due until the customer pays.
To act on the numbers, use List Purchases with the payment status filter to find unpaid bills, and the customer and supplier report to see balances by contact. Customer payments can be recorded from Receive Payment or from the customer's Pay due action. Supplier payments can be added from the purchase itself.
Keeping the inputs right
The report is only as complete as your purchase records. If deliveries are paid in cash at the back door and never entered as purchases, the purchase side will look light. Enter each delivery under Purchases, Add Purchase, with its supplier, reference and lines, and record the payment against it.
Returns matter too. Sending goods back to a supplier through Purchase Return, and taking customer returns through Sell Return, keeps both sides of the report honest rather than leaving a refund hidden inside a discount. Run the report again after correcting a missed purchase or return and the totals update for the same dates.
Frequently asked questions
What is a purchase and sale report?
It's a summary that sets total purchases against total sales for a period, with returns and unpaid amounts on each side. In SeroPOS it also gives one overall figure: sales minus sell returns minus purchases minus purchase returns. It's a quick way to see whether sales are keeping up with buying.
How is it different from the profit and loss report?
Profit and loss accounts for opening and closing stock and for expenses, so it shows profit on what you actually sold. The purchase and sale report doesn't adjust for stock or expenses. It compares purchases with sales as recorded, which suits a quick cash check rather than a full profit picture.
What does purchase due mean?
Purchase due is the part of the period's purchases that hasn't been paid to suppliers yet. A purchase with no payment, or a partial one, counts until it's settled. Use List Purchases filtered by payment status to see the individual bills, or the purchase payment report to see what you've already paid.
Can I run it for one store only?
Yes. Choose a single business location in the filter, or leave it on all locations. Set the date range to a week, a month or any period, and the totals update for that store and those dates. Both sides use the same filter.
Does the report include tax?
Yes. Both the purchase and sale totals are shown including tax. For the tax itself, split into input tax on purchases, output tax on sales and tax on expenses, use the tax report, which also lists the tax by invoice and by purchase.