Purchases

The buying side, mirroring Sales.

What it does

• New purchase — a cart against a supplier with per-line cost, tax and discount, serial-number entry, shipping and additional charges, and file attachments for invoices and photos.
• Receive a purchase to move the stock into inventory.
• Pay the supplier in full or in part, from any payment account.
• Returns follow the same create, approve or reject, and refund path as sale returns.

Step-by-step

• Create a purchase — Order stock from a supplier.
• Receive stock — Move an order into inventory when it arrives.
• Pay a supplier — Settle a purchase, fully or in instalments.
• Edit a purchase — Correct an order before the goods arrive.
• Delete a purchase — Remove an order raised by mistake.
• Print a purchase order — Send the supplier something on paper.
• Share a purchase order — Get the order to your supplier without printing.
• Enter serial numbers on a purchase — Record the individual units coming in, so each one can be tracked and sold by its serial.
• Attach files to a purchase — Keep the supplier’s paperwork on the order instead of in a drawer.
• Save a purchase as a draft — Park an order you are not ready to send.
• Change a line on a purchase — Cost, quantity, tax and discount are set per line, before the order is received.
• Add shipping or other charges — Record the freight, packing or handling the supplier put on the invoice.
• Send the supplier a link to the order — A page the supplier opens without an account.
• Find a purchase return — Track what has gone back to suppliers, and what they still owe you.
• Find a purchase order — Get to the right order without scrolling.
• Print a payment receipt — Keep a record of one payment to a supplier.
• Remove a payment from a purchase — Undo a payment recorded against the wrong bill, account or amount.
• Approve or reject a purchase return — Decide on goods going back to a supplier, and record what you get back.
• Return goods to a supplier — Send stock back to the supplier and recover what you paid for it.

Questions about purchases

When does stock actually increase?

When you receive the purchase. Until then it is an order, not stock on hand.

Can I attach the supplier’s invoice?

Yes — purchases take file attachments, so the original bill or a photo of it stays with the record.