A Purchase records stock you've received from a supplier. Every time goods arrive at your business, you should record a purchase. This increases your stock levels and creates a payable to your supplier.
Adding a Purchase
- Go to Purchases → Add Purchase
- 2Select Supplier
Search by supplier name. If this is a new supplier, add them first under Contacts → Add Contact (type: Supplier). You can also leave it blank for walk-in / cash purchases from unknown suppliers. - Set Purchase Date & Reference No.
Use the date on the supplier's invoice/delivery note. The reference number can be their invoice number for cross-referencing. - Select Location
Which of your locations is this stock going to? - Add Products
Search for each product, enter quantity received and the purchase price per unit. Also enter tax if applicable. The system will show current stock levels as you add items. - Add shipping cost (optional)
If you paid for delivery, add the shipping cost — it gets included in the total payable to the supplier. - Set Payment Status
- Paid — you've paid the supplier in full at time of purchase
- Due — you'll pay later (creates a payable in supplier's ledger)
- Partial — you paid part now, rest later (enter the amount paid)
- 8Save the purchase
Stock quantities are updated immediately at the selected location.
Purchase Status
| Status | Meaning |
|---|---|
| Received | Stock has arrived and been recorded — default for direct purchases |
| Pending | Ordered but not yet received (used with Purchase Orders) — stock NOT yet added |
| Ordered | Purchase Order sent to supplier — awaiting delivery |
Purchase Invoice / Receipt
After saving a purchase, you can print a Purchase Invoice — a document showing the items received, prices, taxes, and total. This is useful for your own records or for reconciling with the supplier's delivery note. Click the Print icon on any purchase to generate it.
Adding Bonus / Free Items from Supplier
If a supplier gives you free bonus items with your order (e.g. buy 10 get 1 free), add the bonus products with quantity but set their purchase price to 0. This adds them to stock at no cost. Enable the "Add as bonus" option so the system correctly marks it in reports and doesn't affect your average cost price calculation.
Purchase Custom Fields
You can add custom fields to purchases for additional data specific to your business (e.g. container number, import license number, warehouse bay). Go to Settings → Custom Fields → Purchases to create these fields. They'll appear on every purchase form and can be used for filtering and reporting.
