Receiving purchases

A purchase receives goods into stock and records what the shop owes or has paid to a supplier. Use the supplier's invoice and the physical delivery together; an invoice alone does not prove that all goods arrived.

Prepare the purchase

Add the products first with correct base and purchase units. For a credit purchase, add the supplier as a saved supplier before starting. Keep the invoice number, costs, paid quantity, free quantity and payment evidence available.

Enter a delivery in New Purchase

1. Open New Purchase. In Basic information, select the Supplier and enter the invoice number or another reference in Reference note. Use a saved supplier if any amount will remain unpaid.
2. Move to Product selection. Search by name, SKU, barcode or category and select all delivered products.
3. In the Quantity form, choose each line's Buying Unit. Check whether the quantity means bottles, pieces or cartons before entering a number.
4. Enter Paid Qty, FOC Qty and Unit Cost. Paid Qty is the quantity being charged for, not the amount of money paid. Unit Cost is for one selected buying unit.
5. Review Effective Cost and Line Total. Free goods increase received stock without increasing the charged line total.
6. In Review and submit, select Payment Method and enter Paid Now. It must be between zero and the purchase total. A remaining balance requires a saved supplier.
7. Review all lines, received quantities, total and unpaid amount. Resolve any cost warnings before saving once.

Example: cartons and free stock

Suppose Bottle is the base unit, Carton contains 12 Bottles, and one Carton costs 7,200 Ks. You receive 2 paid Cartons and 1 free Carton.

• Buying Unit: Carton; Paid Qty: 2; FOC Qty: 1; Unit Cost: 7,200.
• Charged total: 2 × 7,200 = 14,400 Ks.
• Received stock: (2 + 1) × 12 = 36 Bottles.
• Effective cost across the delivery: 14,400 ÷ 36 = 400 Ks per Bottle.
• If Paid Now is 10,000, the unpaid purchase amount is 4,400 Ks.

After saving

1. Find the new record in Purchases or Transactions and compare it with the invoice.
2. Check stock for at least one delivered product. In the example, its stock should rise by 36 Bottles if nothing else changed.
3. Open the supplier account and confirm the unpaid amount and payment record.
4. Review affected product costs and automatic selling prices. An unexpected price change is a reason to investigate the entered units and costs.

Correct a purchase carefully

If you chose the wrong unit, quantity, supplier or payment amount, locate the original record and use the authorized Edit Purchase action. Editing or deleting a saved purchase can affect stock and supplier balances; review later sales and payments before proceeding. Do not enter a duplicate purchase with a negative amount as an improvised reversal.

When the save result is uncertain, search by invoice reference and date before submitting again. When a delivery is not recorded, check filters and permissions before assuming it is missing.