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Recording a Purchase

Steps​

  1. Go to Purchases in the sidebar
  2. Click New Purchase
  3. Select the supplier
  4. Add the products purchased
  5. Record payment (or leave as Pending)
  6. Click Save

Supplier​

Select the supplier from the dropdown. Suppliers are ledger accounts under the Sundry Creditors group.

If a supplier doesn't exist yet, you need to add them first under Accounts → Ledger Accounts as a Sundry Creditor.

Adding items​

  1. Click Add Item
  2. Search and select a product from your catalogue
  3. Enter the quantity received
  4. Enter the purchase price per unit
  5. Apply tax if applicable

Repeat for each product in the delivery.

Inventory update​

When the purchase is saved, the quantity of each product in your inventory increases automatically. You don't need to update stock manually.

Recording payment to the supplier​

Full payment​

Enter the full amount in Amount Paid. Select payment method and bank account used. Status becomes Paid.

Partial payment​

Enter the amount paid today. Remaining balance becomes a payable due. Collect the rest later from Dues → Purchases.

No payment (Pending)​

Leave Amount Paid blank. Full amount is recorded as a payable due.

Editing a purchase​

Open the purchase → click Edit. You can change items, quantities, prices, and payment details as long as no payment has been reversed.

tip

Record purchases on the same day you receive the stock so your inventory levels are always accurate.