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Purchase Management

Adding a Purchase

Step 1: Go to Add Purchase

  • Navigate to Purchases → Add Purchases.

Step 2: Select Supplier

  1. Type the Supplier Name or Business Name.

  1. If the supplier does not exist, add them first via:
    Contacts → Suppliers → Add or click on the add button.

Step 3: Enter Purchase Details

  1. Purchase Reference Number
  2. Purchase Date
  3. Purchase Status
  4. Purchase Order

Step 4: Select Business Location

  • Choose the location where the purchase is being added.

  • To add a new location: Settings → Business Locations → Add Location.

Step 5: Add Products

  1. Type the Product Name or scan the barcode.

  2. Select the correct product from the suggested list.

  3. Enter:

    • Purchase Quantity
    • Purchase Price
    • Tax Information

Step 6: Apply Discounts (Optional)

  1. Select Discount Type: Fixed or Percentage.

  2. Enter the Discount Amount.

  3. Select Purchase Tax.

  4. Enter an Additional Notes.

  • The system auto-calculates the total after discount.

Step 7: Add Additional Details

  • Shipping Details & Charges
  • Payment Status
  • Payment Account
  • Payment Methods

Step 8: Save and View Purchases

  • Save the purchase entry.
  • View all purchases via Purchases → List Purchases.
  • Print product labels by clicking Print Labels in the List Purchases screen.

Step 9: Troubleshooting “No Matching Product Found”

This error appears in three cases:

  1. Product not found: Check if the product exists in List Products.
  2. Business Location mismatch: Ensure the product is assigned to the selected location in Add/Edit Products.
  3. Stock Management disabled: Enable stock management in the product settings to make it available for purchase.

Step 10: Understanding Purchase Price Differences

  • Default Purchase Price:

    • Price entered when the product was first added.
    • Shown in View Product.
    • Remains unchanged unless manually updated.

  • Current Purchase Price:

    • Price from the most recent purchase.
    • Used in Current Stock Value by Purchase Price report.
    • Can vary due to market changes or supplier costs.

Example:

  • Last month’s steel price (Default Purchase Price): $120
  • This month’s steel price (Current Purchase Price): $125
  • View Product: $120
  • Stock Value Report: $125
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