Purchase management for repair shops, from order to supplier payment
By Thamjeed Lal, Founder · Published by ATSCOM Technology Experts LLP · Updated
Quikpair’s purchase management for repair shops covers the buying side from the order to the supplier payment. You raise a purchase against a supplier, receive the stock when it arrives, pay the bill in full or in parts, and send goods back with a purchase return. Supplier records keep what you bought and what you still owe.
Purchase orders with cost, tax and charges
New purchase opens a cart against a supplier. Add products by search, SKU, Scan Barcode or the grid, and set the unit cost, tax and any discount on each line; the cost is what you pay the supplier, not what you sell for. Set the purchase date and expected delivery date, and Add charge records shipping or other charges on the supplier bill.
Add files attaches the supplier’s invoice or a photo of it, so the original bill stays with the record. An unfinished order can be saved as a draft, and the order can be printed on A4 or 80mm thermal, or shared with the supplier by WhatsApp, SMS or a link that needs no login.
Receiving stock and serial numbers
In Quikpair, stock increases when you receive a purchase, not when you order it. Receive Items moves the order into inventory and marks it Received. For a serialised product you type each serial number on the purchase, and once received those become the units you pick from when selling.
Each receipt of stock becomes its own cost batch, so the product shows a weighted-average cost rather than just the last price paid. A received purchase can no longer be edited or deleted; it is corrected with a purchase return.
Supplier management and payments
Each supplier record holds the supplier name and trading name, tax number, contact details and an opening balance set as Payable or Receivable. The supplier report totals purchased value, payments and the outstanding balance, with tabs for purchases, payments and purchase returns.
- Pay a purchase in full or in part from any payment account, with a reference for a cheque or transfer.
- Pay All Pending clears everything outstanding with one supplier in one go.
- A supplier statement can be shared by link or as a file, and the supplier opens it without an account.
- An inactive supplier keeps its history but stops being offered on new purchases.
Purchase returns
Create Return on a received purchase picks the items, quantities and serial units going back, with a return date and reason. The return is raised as Pending and then approved or rejected; stock leaves only once it is approved. When the supplier settles, Receive Payment records the money coming back, and if the purchase was not yet paid in full the return is set against what you owe.
Frequently asked questions
When does stock increase after a purchase in Quikpair?
When you receive the purchase with Receive Items. Until then it is an order, not stock on hand.
Can I attach the supplier’s invoice to a purchase?
Yes. Add files attaches the supplier’s invoice or a photo of it while you create the purchase, and Upload Files adds more to a saved one.
Can I see everything I owe one supplier?
Yes. The supplier report totals outstanding purchases, and Pay All Pending clears them together. The Has Outstanding (Due) filter on the Suppliers list shows only the suppliers you still owe.
How do I create a purchase order in Quikpair?
Open Purchases and tap New, select the supplier, add products with their unit cost and tax, set the dates, add charges or files if needed, and tap Create Purchase. The full steps are in the Create a purchase guide under Purchases.