Purchases Overview

The Purchases module enables you to manage your inventory items, create purchase orders, and communicate with suppliers.

You may also compare the price of items between suppliers, view exactly when purchases were made, and see the individual cost of each purchase. This, along with the Inventory and Reports modules affords users complete control over stock management.

Inventory should be increased using this module as opposed to adjusting the stock amount of an item in inventory. Without purchase information (e.g. Cost of items), the system won’t be able to give accurate reporting.

Calendar

The calendar feature allows you to keep track of all purchases, clearly displaying when deliveries are suppose to arrive, and when suppliers should be paid.

For a detailed guide on using the calendar feature, see here.

Low Stock List

This feature allows you see which items from your inventory are low in stock, and therefore, should be reordered from your suppliers.

For a detailed guide on the Low Stock List feature, see here.

New Purchase Order

Tap this button to create a new purchase order. New PO’s may be generated for Single, Multi, or Independent suppliers.

Printing

The print preview button on this page allows you to print the information of a purchase order, or send via email as a PDF file.

Invoice & Payment

This feature allows you to make payments to your supplier(s), in full or instalments, for purchased items. You may set payment amounts and input all invoice information received from the supplier.

For a detailed guide, see here.

Refund

This feature allows you to log any and all refunds of a purchase order. The Refund button will only be actionable if payment to the supplier has been made.

After actioning a refund, you may select to which account the money will be refunded (e.g. Main Till). All payments and refunds will be logged, enabling you to view them at any time.

For a detailed guide, see here.

Memos

This function allows you to keep a record of all communication regarding each purchase order. This record will be stored as a memo on the purchase order for which it was created, available to be viewed at any time.

This feature cannot be used to contact suppliers regarding purchase orders, it only documents communication between you.

For a detailed guide, see here.

Contact

Use this function to contact a supplier through the Purchases module regarding a specific purchase order. Contact can be made via Email, as long as you are signed in to your device’s Mail app, or SMS, providing you have sufficient credit.

For a detailed guide, see here.

Return Inventory

This feature enables you to log the returning of inventory items back to your supplier(s).

After registering that items have been returned, the quantity being returned will be deducted from your inventory. This is the correct method of decreasing inventory as opposed to manual inventory adjustment.

For a detailed guide, see here.

Receive Inventory

This feature allows you to log the receiving of purchased items from suppliers. This must be done in order to complete the purchase order.

After registering that items have been received, the quantity of those items will be increased in your inventory. This is the correct method of increasing inventory as opposed to manual inventory adjustment.

For a detailed guide, see here.

Duplicate Purchase

You may duplicate any previous purchase by first selecting an invoice followed by tapping the button highlighted below. This feature allows for convenience, enabling you to recreate large purchase orders without repeatedly adding items.

After tapping the button a new purchase order will be created containing the same items as the one duplicated. You can then edit any aspects of the new PO.

Void Purchase

After selecting the purchase order that you wish to void, tap the highlighted button below.

A window will pop-up, enabling you to select a void reason and to where the money, if any, should be refunded.