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Chapter 5

Purchases

Finance → Purchases is where stock coming in from suppliers is recorded.

5.1 The Purchases list#

Shows stat cards (Today's Purchases, Total Spent, Paid Today, Outstanding) and buttons for “📥 Import CSV” and “📤 Export Filtered” (see Chapter 20) and “+ New Purchase.” Filter the list by search, status, and a From / To date range; Export Filtered downloads exactly the purchases the filters show, one row per line.

5.2 Recording a purchase#

  1. Finance → Purchases → “+ New Purchase.”
  2. Select a Supplier — their current balance owed/credit is shown.
  3. Search or scan products and add them to the cart; edit Quantity, Unit Cost, and an optional per-item discount % inline.
  4. For a product tracked by batch, enter the Batch number (optional) and Expiry date (required) on its line. If the delivery came in more than one batch, click “+ batch” to add another line for the same product.
  5. Set an overall Discount % and Tax % if applicable. Whether the tax is taken out of your cost prices or added on top depends on Settings (section 12.2).
  6. Enter the Supplier Invoice # (optional) and a Purchase Date (optional — defaults to today).
  7. Choose a Payment Method: Cash, Mobile, Bank, Cheque, or Credit; for anything other than Credit, choose the Payment Source Account and enter the Amount Paid.
  8. If truck & driver recording is on, fill in the 🚚 Truck & Driver fields (optional) for the truck that delivered the goods.
  9. Add Notes if needed and click “✓ Complete Purchase.”

Completing a purchase automatically: adds the items to your branch's stock (into the named batches, for tracked products), recalculates each product's weighted-average cost (without tax — see section 12.4; your branch's own cost, if average cost is kept per branch — see section 8.7), updates the supplier's balance, and generates a printable Goods Received Note (GRN).

5.3 Managing a purchase afterward#

From a purchase's detail page: ✏ Edit Purchase, 💳 Record Payment, 🖨 Print GRN, and ⚠ Void Purchase. The detail page and GRN show the batch and expiry date of each tracked line, and the truck and driver if they were recorded. The Purchases list search also finds purchases by truck, driver, or driver's phone.