Purchasing

Recording purchases from suppliers, tracking purchase orders and requisitions, and processing purchase returns.

Adding a purchase

1. Go to Purchases → Add Purchases.
2. Type the supplier's name or business name. If they don't exist yet, add them via Contacts → Suppliers → Add (or the add button right there).
3. Enter the Purchase Reference Number, Purchase Date, Purchase Status, and any Purchase Order this is fulfilling.
4. Choose the business location receiving the purchase. Add a new location under Settings → Business Locations → Add Location if needed.
5. Add products by name or barcode scan, then enter Purchase Quantity, Purchase Price, and Tax for each.
6. Optionally apply a discount (Fixed or Percentage) and purchase tax, plus any notes — the total recalculates automatically.
7. Fill in shipping details/charges, payment status, payment account, and payment method.
8. Save. View all purchases under Purchases → List Purchases, where you can also print product labels directly.

Printing a purchase invoice

A purchase invoice is generated automatically for every purchase entry. Open the entry, click Save, then Print. A barcode based on the Purchase Invoice Number is generated automatically on it.

"No matching product found"

This appears in three situations: the product doesn't exist yet (check List Products), the product isn't assigned to the selected business location (fix this in Add/Edit Products), or stock management is disabled for that product (enable it in the product's settings).

Default vs. current purchase price

Default Purchase Price is what you entered when the product was first added — it's shown in View Product and stays fixed unless you change it manually. Current Purchase Price reflects the most recent purchase and is what the Current Stock Value by Purchase Price report uses. Example: last month's steel price was $120 (still shown as the Default), this month's is $125 (used in the stock value report).

Purchase orders

A purchase order is a document you issue to a supplier requesting goods — buyer/invoicing details, delivery info, products and quantities, pricing/tax/discounts, payment terms, shipping, and notes. The supplier then issues a sales order or invoice against it. Orders move through Ordered → Partial → Completed.

Enable it first: Settings → Business Settings → Purchase tab → enable Purchase Order → Save. Then create one via Purchase → List Purchase → Purchase Order → Add Purchase Order — stock is not affected until goods actually arrive. You can print it to send to the supplier.

When goods arrive, convert it: go to Purchase → Add Purchase, select the supplier, then choose the matching order from the Purchase Order dropdown — products, prices, taxes and discounts all load automatically. Adjust quantities if needed and save; the order's status updates on its own.

Purchase requisitions

A Purchase Requisition (PR) is created by an employee requesting a purchase when stock is running low — only products already below their alert level appear, and a product needs at least one existing purchase entry to show up in the list at all.

Enable it under Settings → Business Settings → Purchase → enable Purchase Requisition — a new sidebar tab appears. Create one from that tab, then convert it to a purchase order via Purchase → Purchase Order → Add, selecting the supplier and the matching Requisition ID to load its details. If the ordered quantity is reduced during conversion, the requisition's status automatically changes from Ordered to Partial.

Purchase returns

View processed returns under Purchasing → Purchase Returns from the sidebar. Each is shown as a card with its reference number, supplier, payment method, return date, total amount, business location, attached document, and purchase tax — click any card for full details, including the returned line items, quantities, unit prices, and sub-totals.

Fixing a stock mismatch

If the Stock Report doesn't match what the Sales Screen shows (this can happen from manual database changes or rare system glitches):

Solution 1 (recommended, needs Admin role): open /reports/product-stock-details, select the Business Location, search, and click Fix next to any product with a mismatch.

Solution 2 (if that doesn't work): go to List Products, open Actions → Product Stock History for the affected product, select the location (and variation, if applicable) where the mismatch occurred — the system corrects it automatically for that product at that location.