Purchases

Updated 1 day ago 6 min read

Overview

The Purchases module provides a complete purchase order management system. Create purchase orders to suppliers, track approvals, receive goods into your warehouse, record payments, and generate purchase reports.

Accessing Purchases

Navigate to Account > Products & Services > Purchases tab, or Account > Money Out for purchase-related expenses.

Purchase List

A data table displaying all purchase orders with status and payment indicators.

Available Actions

Action	Description
Create Purchase Order	Generate a new purchase order
Edit Purchase	Modify a draft purchase order
View Purchase	View purchase details
Approve Purchase	Approve a pending purchase order
Receive Goods	Record goods receipt
Record Payment	Make a payment against the purchase
Cancel Purchase	Cancel the purchase order

Create Purchase Order

How to Create a Purchase Order

Click the Create Purchase button.
Complete the purchase order form.

Form Fields

Header Information

Field	Required	Description
Supplier	Yes	Select from registered suppliers
Warehouse	Yes	Destination warehouse for goods
Purchase Date	Yes	Date of the purchase order (defaults to today)
Currency	Yes	Purchase currency
Requires Approval	Toggle	If enabled, purchase needs approval before processing

Line Items

Field	Description
Product	Searchable product dropdown with autocomplete
Quantity	Number of units to order
Unit Price	Price per unit
Tax	Tax rate per item
Discount	Discount per item
Total	Auto-calculated line total

To add items: Search for products using the search field or scan a barcode. To remove items: Click the delete icon on the line.

Additional Fields

Field	Required	Description
Expected Delivery Date	No	When goods are expected
Terms & Conditions	No	Purchase terms
Notes	No	Additional notes
Attachments	No	Upload supporting documents

Receipt Scanner (Optional)

Upload a supplier receipt or quote document to auto-fill purchase details using OCR.

Click Save to create the purchase order.

Edit Purchase

Click Edit from the actions menu.
Modify the desired fields.
Save changes.

Important: Only purchase orders in Draft status with no payments can be edited.

View Purchase

Purchase Detail Page

Click on a purchase order to view its full details.

Page Layout

Main Content (2/3 width):

Items table: Product, Quantity, Received, Price, Total
Summary rows: Subtotal, Discount, Tax, Total
Payment history table (if payments exist)
Notes and Terms sections

Sidebar (1/3 width):

Payment Summary: Total Amount, Paid (green), Balance Due (red)
Purchase Details: Supplier, Warehouse, Purchase Date, Due Date, Expected Delivery, Created By, Approved By

Purchase Status Badges

Status	Colour	Description
Draft	Grey	Created but not submitted
Pending Approval	Yellow	Awaiting approval
Approved	Blue	Approved and ready to process
Partially Received	Amber	Some goods have been received
Received	Green	All goods received
Cancelled	Red	Purchase order cancelled

Payment Status Badges

Status	Colour	Description
Unpaid	Red	No payments made
Partial	Amber	Some payments made
Paid	Green	Fully paid

Header Action Buttons

Button	Condition	Description
Approve	Status = Pending Approval	Approve the purchase order
Receive Goods	Status = Approved or Partially Received	Record goods receipt
Record Payment	Has due amount	Make a payment
Edit	Status = Draft	Modify the order
Cancel	Not Received/Cancelled and no payments	Cancel the order

Approve Purchase

If your company requires purchase approval:

Open the purchase order detail page.
Click the Approve button.
The status changes from Pending Approval to Approved.
The approver's name and timestamp are recorded.

Receive Goods

How to Record Goods Receipt

From the purchase detail page, click Receive Goods.
Select the destination Warehouse (required).

Goods Receipt Form

The items table shows:

Column	Description
Product	Product name
Ordered	Original quantity ordered
Previously Received	Quantity already received
Remaining	Quantity still to receive
Receive Now	Enter the quantity being received (or shows "Fully Received" badge)

Summary Card:

Total Items count
Receiving Now (total quantity being received)

Enter the quantity received for each item.
Click Receive Goods to confirm.

Note: You can receive goods in multiple batches. The purchase status updates to "Partially Received" until all items are received, then changes to "Received".

Record Payment

How to Make a Purchase Payment

From the purchase detail page, click Record Payment.
Complete the payment form.

Payment Form Fields

Field	Required	Description
Bank Account	Yes	Bank account used for payment (format: "Bank - Holder (Account)")
Payment Method	Yes	Check, Bank Transfer, or Cash
Amount	Yes	Payment amount (max: outstanding balance)
Payment Date	Yes	Date of payment (defaults to today)
Reference / Transaction ID	No	External reference number
Notes	No	Additional notes (max 500 characters)

Payment Summary Sidebar:

Total Amount (purchase total)
Already Paid (green)
Balance Due (red)

Click Record Payment to save.

Cancel Purchase

From the purchase detail page, click Cancel.
Confirm the cancellation.

Requirements: Purchase can only be cancelled if:

Status is not already "Received" or "Cancelled"

No payments have been recorded

Purchase Reports

Navigate to Purchases > Reports to access purchase analytics.

Report Types

Report	Description
Purchase Summary	Overview with stats cards (Total Orders, Total Amount, Tax, Paid, Outstanding), status breakdown, and monthly trends
By Supplier	Table showing orders, totals, paid/partial/unpaid counts per supplier
By Product	Top 50 products by order count and total value
Outstanding Payments	All unpaid purchases with overdue highlighting

Filters

Filter	Description
Report Type	Select which report to view
Supplier	Filter by specific supplier(s)
Warehouse	Filter by specific warehouse(s)
From Date	Start of reporting period
To Date	End of reporting period
Reset	Clear all filters

Purchase Workflow Summary

Create Purchase Order → Draft
                          ↓
              (If Approval Required)
                          ↓
              Submit for Approval → Pending Approval
                          ↓
                    Approve → Approved
                          ↓
              Receive Goods (partial or full)
                          ↓
              Record Payment(s)
                          ↓
              Fully Received + Fully Paid ✓

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