Purpose of this procedure:
To record a new purchase from a supplier, add products to inventory, and document the expense in the accounting system.
Steps to add purchases: #
❶ From the main interface
- From the program’s main menu, click on the “Purchases” option.
❷ Add purchases
- From the purchases list, click the “Add Purchase” or “+ New” button.
❸ Filling in basic information
- Fill in the following fields:
The Supplier
- Select the supplier from the drop-down list.
- If the supplier does not exist, click the plus sign (+) next to the field to add it directly.
The Branch
- Select the branch associated with the purchase (if you have more than one branch).
Purchase Status
- Specify the invoice status (e.g., Received, Pending, or Ordered).
the date
- The date is usually present automatically (today’s date).
- You can modify it as needed.
❹ Product Selection
- Scroll to the bottom of the page.
- Search for the desired product and add it to the shopping list.
- Important note: The product must have the “Inventory Management” option enabled so that the quantity is automatically updated upon purchase.
- If the product does not exist, you can add it using the plus sign (+) next to the product field.
❺ Enter the quantity
- Enter the quantity you purchased in the designated field (e.g., 10, 20, etc.).
❻ Preservation
- After verifying all data and quantities, scroll to the bottom of the page.
- Click the “Save” button.
❼ Confirmation Message
- After clicking “Save,” a message will appear at the top of the page (usually in green) stating:
- ✅ “Purchase added successfully.”
Result:
✅ The purchase transaction was successfully recorded, and the inventory was automatically updated with the new quantity.
⚠️ Important Notices: #
- Ensure you enter the correct quantity: The quantity directly affects the inventory balance, so any error will lead to discrepancies in the balances.
- Ensure you select the correct supplier: If you add a new supplier, make sure to enter all their details correctly.
- Enable inventory management for the product: If inventory management is not enabled for the product, the quantity will not update automatically. Ensure it is enabled in the product settings.
- Review Prices: Make sure the purchase price entered is correct, as it affects the cost of the product and future sales profits.
- Invoice Status: Select the correct status (Paid / Unpaid) to accurately document the financial transaction.
💡 Additional tips: #
📌 Quickly add a new resource
- Use the plus sign (+) button next to the supplier field to add it without leaving the screen.
📌 Quickly add a new product
- Use the plus sign (+) button next to the product field to add it directly.
📌 Check inventory after saving
- After saving the invoice, check the product quantity in the product list to verify the update.
