Manage purchases and suppliers

The Purchases module lets you replenish your stock from your suppliers. Stock increases automatically at goods receipt (when the purchase reaches the Received status), not when the order is merely created.

Register a supplier

1. Open Purchases → Suppliers, then click New.
2. Fill in the name (required), email, country, address and phone number. Turn on Tax exempt if purchases from this supplier must be taxed at 0%.
3. Save.

An item can be linked to several approved suppliers. See Items & stock.

The purchase document cycle

A purchase can follow a document chain, from request to closing:

1. Purchase request: expressing a replenishment need.
2. Approved order: the validated order, sent to the supplier.
3. Goods receipt: the actual arrival of goods (stock increases here).
4. Closed purchase: the document is finalized.

You'll find these documents under Purchases → Purchase documents.

This sequence depends on the process mode

The sequence above is only enforced when the purchase process mode is set to "document chain": each step then follows from the previous one and the application refuses to skip one. By default, purchases run in transaction mode: you record the purchase and its receipt directly, without that order being required. See Process modes.

Create a purchase order

1. Open Purchases → Purchases, then New.
2. Fill in the purpose, the purchase date, the shop, the supplier and the warehouse that will receive the goods.
3. Add the items and quantities to order.
4. Check the total cost, then save.
5. When the goods arrive, open the purchase, Timeline tab: Approve (next step), then Record receipt.

Items sold by weight

For an item in fractional mode, enter the quantity in its unit of measure (for example 25 kg). The unit cost is computed accordingly.

An illustrated walkthrough is in Recording a purchase and its receipt.

Importing purchases

Rather than entering each purchase by hand, you can import several at once from Purchases → Import purchases. There are two ways in.

From a CSV or Excel file

The application provides a template to download, in both CSV and Excel.

• Required columns: the supplier, the quantity and the unit buying price of each line.
• Optional columns: invoice, date, warehouse, batch number, expiry date, document type, subject, discount, tax settings and selling price.

The import runs in three stages: validation of the file, preview of what will be created, then execution. The preview is where you check everything, as nothing is written before execution.

From a supplier invoice (PDF or image)

You can also drop in the invoice you received from the supplier, as a PDF or an image. The application extracts its lines, matches them against your catalog and shows you the result for review.

• Extraction handles invoices in French, English, Arabic and Spanish. You can state the language or leave automatic detection to it.
• When AI is configured, it refines the extraction. The lines concerned then carry an "AI enhanced" badge. See NadiPilot and AI.

Check before confirming

An extraction is still an automatic reading. Check quantities, prices and VAT line by line before confirming: a misread invoice creates stock and a supplier debt that are both wrong.

Import options

Option	Default	Effect
Skip duplicates	on	A line whose invoice number already exists is skipped.
Update existing purchases	off	Instead of being skipped, the existing purchase is updated.
Create missing suppliers	off	An unknown supplier is created rather than blocking the line.
Create missing items	off	An unknown item is created. You then choose the category and warehouse given to new items.
Group by invoice number	on	Lines sharing an invoice number form a single purchase.
Group by supplier + date	on	Fallback used when there is no invoice number.
Validate invoice uniqueness	off	Refuses the same invoice twice for the same supplier.
Stop on first error	off	Otherwise the import continues and collects every error at once.
Auto-match items	on	Matches the invoice's wording against your catalog.
Item match threshold	0.8	How close the match must be, from 0 to 1. Higher means fewer false matches, but more lines left to handle by hand.
Preferred language	auto-detect	Language of the invoice to parse.

Availability

Purchase import requires the Pro plan. To import your item catalog, see Import a catalog.

Goods receipt and stock impact

At the receipt of the order:

• the stock of the items is increased by the received quantities;
• the buying cost is taken into account for margins and cost of goods sold (COGS);
• if batch / expiry tracking is enabled, enter the batch number and expiry date at receipt.

Purchase returns

For faulty or non-compliant goods, record a purchase return (Purchases → Purchase Returns). Stock is reduced accordingly and a purchase credit can be generated in your favor.

Tracking supplier payments

Credit purchases feed your supplier balance (accounts payable). You can record payments as you go (see Finance & treasury) to keep an up-to-date view of what you owe.

Best practices

• Record purchases at receipt so stock stays reliable.
• Regularly check discrepancies between theoretical and physical stock, and fix them with a stock adjustment.