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Purchases

Purchases is where you record what you buy from suppliers. A purchase adds stock, holds the cost used for your margins, and tracks what you still owe. Open it from Operations.

The list​

Each row is one purchase: Date, Receiving status, Supplier, Products, Total, Paid, Debt and Status. Products shows the first three items and +N more for the rest. Click a row to open the purchase.

To narrow the list:

  1. Pick a supplier in All suppliers.
  2. Choose a payment state: All payment statuses, Paid, Partial or Unpaid.
  3. Set the From and To dates.

Click Export CSV to download the filtered list. Amounts are in the purchase's own currency and are not converted. They show ••• unless you have the Sees costs permission. See Invite your team.

Record a purchase​

  1. Click New purchase.
  2. Choose the Supplier, or No supplier, and set the Purchase date and the Total value. You type the total yourself; it is not added up from the items. If your stores sell in several currencies, a Currency field also appears.
  3. Under Receiving status, choose Already received if the goods are in your hands: stock updates immediately. Choose Ordered if they are still on the way: stock does not change yet.
  4. Add the invoice under Attachment URL: click Upload file to send an image (JPEG, PNG, GIF or WebP) or a PDF of up to 10 MB, or paste a link. Remove takes the file off again. Add Notes if you want.
  5. Under Items, click Add item for each line and choose the Product, the Variant (No variant if it has none), the Quantity and the Unit price. Remove deletes a line.
  6. If you already paid something, tick Record an initial payment and enter the Amount, Paid on and Notes. The amount cannot be larger than the total value.
  7. Click Create purchase.

The new purchase opens on its own page.

The purchase page​

The top shows the Supplier (a link to its page), Total value, Paid, Outstanding debt and Receiving status: Ordered, Partially received or Received. View attachment opens the invoice. Items lists each product with Quantity, Unit price and Line total; click a product to open it.

Receive goods​

While the status is not Received, a Receive items button appears. Click it, set Received on, add a Note if you want, and for each product enter how many arrived in Receive now. Outstanding shows how many are still expected, and you cannot enter more than that. Click Save receipt. Stock goes up by what you received, and the status changes to Partially received or Received. You can receive the same purchase several times.

Pay the supplier​

Under Payments, each payment shows Amount, Paid on and Notes. To add one, fill in Add a payment (Amount, Paid on, Notes) and click Save payment. A payment cannot be larger than the Outstanding debt. The debt follows the invoice, not the delivery: an Ordered purchase already counts as owed.

To see everything you owe one supplier, open Suppliers.