Purchases

Get Started: Part 2

In Part 1 we added the first product to your inventory. This item currently has no quantity in the inventory and, therefore, has no corresponding value in terms of accounting.

This part of the guide focuses on the Supplier and Purchases apps, allowing you to correctly increase the amount of the item we added previously.

Begin by tapping on the Back Office, followed by tapping on the Suppliers app.

Suppliers

A supplier is a person or entity that is the source for goods or services. After adding a supplier they will be visible in the supplier list where you can access their account activity, purchase history, communications, and reports.

Tap New Supplier.

The bare minimum of information required to add a supplier is a name; everything else such as contact information, supplier type, and point of contact can be added afterwards in the Advanced Info section.

Tap the Check Mark to save any changes.

Once a supplier has been saved they will appear on the left-hand side of the page. Tapping on them will reveal their details on the right-hand side under Supplier Info.

Edit or delete a supplier by selecting it and, using your thumb or finger, swipe left, revealing two icons.

Tap the Red Bin Icon to delete, or the Orange Pencil Icon to edit.

Purchases

Now that we have added a supplier, we can increase the quantity of the item which you added in Part 1, the correct way, through the Purchases app.

Tip

The reason inventory should be increased this way is due to the further options for which it allows. You may compare the price of items between suppliers, view exactly when purchases were made, see all costs, and know how long those items have been sitting in your inventory. It gives you complete control over stock management.

Tap on the Back Office, followed by tapping on the Purchases app.

Purchase Orders created here will automatically be saved in the purchase list, located on the left-hand side.

Tap New Purchase Order.

Connect the supplier you recently created to this purchase order.

Tap the Supplier Name field, launching a pop-up window. From here, select the supplier.

Tip

You can create purchase orders without connecting registered suppliers. Do this by selecting Independent for the Supplier Type.

Now that the supplier is connected to the purchase order, you may being adding items.

Tap the Item field, launching a pop-up window. Select the category, followed by the item.

The item will now appear in the line to which it was added.

Complete the rest of the purchase order, filling out the quantity, unit cost, discount, and tax fields. The total will be calculated and shown below the items.

Change the Payment Status to "Invoiced and Paid", followed by selecting a Payment Account, and finally, change the Delivery Status to "Delivered".

Complete the purchase order by tapping the Check Mark.

Tip

This example purchase order is being completed under the conditions that the PO has already been invoiced, paid for, and the items purchased have been delivered.

Items will only be added to your inventory after being marked as delivered.

The purchase order will be now be shown in the purchase list. Tapping on it will display the information of the PO on the right-hand side.

Inventory

Tap on the Back Office, followed by tapping on the Inventory app.

Now that you have completed a purchase order for the item, its quantity will automatically be increased by the purchased amount in Inventory. You may see the quantity of stock by tapping on the highlighted area, as shown below.