1. Navigate to “Add Purchase” #

1. Log in to your back-office.
2. In the sidebar, click Purchases.
3. Select Add Purchase. A full-page form opens, divided into header, product lines, totals, shipping, and payment sections.

2. Fill Header Details #

• Supplier – choose from the drop-down (📦 icon next to field opens “Add Supplier” shortcut).
• Supplier Ref. – vendor’s invoice number (optional).
• Purchase No. – auto-generated; edit if you need custom numbering.
• Purchase Date – defaults to now; backdate if receiving an earlier invoice.
• Purchase Status – Ordered, Received, Partially Received.
• Business Location – the store/warehouse receiving stock.
• Pay Term – enter figure + period (days / months) for supplier credit.
• Attach Document – upload PDF, image, or DOC of the invoice (max 5 MB).

3. Add Products #

1. In the green bar, click inside the Enter Product name / SKU / Scan bar code box.
2. Search or scan a product; press Enter to add a line.
3. For each line enter / confirm:
   • Purchase Quantity
   • Unit Cost (Before Discount)
   • Discount % or value (optional)
   • Unit Cost (Before Tax) auto-updates
   • Product Tax select rate if applicable
4. Repeat for all items. The right-hand box updates Total Items & Net Total Amount automatically.
5. Tip: Use Import Products tab to add via CSV if you have long lists.

4. Discounts, Taxes & Notes #

• Discount Type – choose Fixed or Percentage.
• Discount Amount – applies to whole invoice.
• Purchase Tax – header-level tax if supplier charges VAT/GST.
• Additional Notes – internal remarks (quality issues, etc.).

5. Shipping Details #

• Shipping Details – carrier, tracking, etc.
• Additional Shipping Charges – numeric; added to grand total.
• Click Add additional expenses to break shipping into categories.

6. Add Payment (Optional) #

1. Enter Amount paid now.
2. Paid On – date/time of payment.
3. Payment Method – Cash, Bank Transfer, etc.
4. Payment Account – pick the ledger (if enabled).
5. Add Payment Note if required.

If no payment is entered, the purchase will show as “Payment Due”.

7. Save the Purchase #

• Review totals in the grey footer (Purchase Total, Payment due).
• Click the purple Save button (bottom-right).
• You will be redirected to List Purchases with status updated accordingly.

8. Troubleshooting #

9. Best Practices #

• Attach the PDF invoice for paperless audits.
• Use Pay Term to auto-remind you of supplier due dates.
• Apply product-level taxes; leave header tax blank to avoid double counting.
• Enter shipping costs to get landed cost accuracy for COGS.

10. Done! 🎉 #

You can now record purchases, receive stock, and track supplier payments seamlessly. Happy buying!