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