Recording a purchase and its receipt

What is it for?

A purchase tracks goods ordered from a supplier. Stock only increases when you record the receipt: a purchase that is only created changes nothing in stock.

Inoxal example: 40 frame profiles, 40 sash profiles and 20 sheets ordered from Atlas Aluprofil SARL, delivered to Dépôt principal Nador, for 31,400 MAD.

Before you start

• You have the Warehouseman, Vendor or Administrator role. Only the warehouseman and the administrator see Purchases → Suppliers.
• The supplier and the items already exist.

1. Creating the purchase

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. In Items, search for each item by name or reference. The catalog shows every item of the organization; stock is received into the chosen warehouse.
4. For each line, check the buying price and enter the quantity. For a batch-tracked item, enter the batch number and the expiration date.
5. Add a discount, VAT or fees if needed, then click Save.

“Add Payment” lets you pay all or part of the purchase when you create it.

The purchase gets a PUR-… reference with the status Pending.

2. Approving and receiving

1. Open the purchase from the list, then the Timeline tab.
2. Click Approve (next step).
3. When the goods arrive, click Record receipt.

The timeline shows each step completed and offers the next one.

The purchase moves to Received: the quantities enter stock in the purchase's warehouse, and the buying cost feeds the margin calculation.

3. Paying the supplier

1. Open Finance → Payments → Purchase Payments, then New.
2. Choose the Supplier, then the purchase to pay.
3. Enter the Amount, the Payment Date and the Payment Method (a bank account is required for a transfer, check or BOE), then Save.

On a received purchase that is not fully paid, the Purchase Payments button leads straight to this screen.

Good to know

• The Pending → Approved → Received → Completed sequence is only enforced when the purchase process mode is set to “document chain”. See Process modes.
• While the purchase is Pending, it can still be edited or deleted.
• To import several purchases at once, see Importing purchases.

See also

• Purchases and suppliers
• Troubleshooting: stock