Purchase

Attach, Open and Remove Purchase Documents

Purchase attachments keep supplier paperwork beside the saved transaction. Posnic accepts PDF and image files up to 10 MB on purchase orders and received purchases.

Menu path
Purchase -> Purchases -> open purchase -> Attachments
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/purchaseOrders.html po_attach_file and po_view_attachments, frontend/static/script/js/modules/js/receiving_add.js renderAttachments upload and remove handlers, api/src/routes/receivings.routes.js purchase attachment routes, api/src/middleware/upload.js documentUpload, api/src/controllers/receivings.controller.js addAttachment and removeAttachment

Attach while entering a purchaseUse Attach invoice on the purchase form when the supplier document is already available before save.
Verify the saved purchase firstOpen the correct saved purchase and verify its identity before adding, opening or removing paperwork.

Choose the Right Evidence

DocumentAttach whenVerify before upload
Supplier invoiceThe supplier's billed quantities, values or tax must be retained with the purchase.Supplier, invoice number, date, totals and tax belong to this purchase.
Supplier purchase orderThe supplier returned or issued its own order document.The document is the final version and names the correct branch or buyer.
Delivery noteReceived quantities need dispatch or delivery evidence.The note matches the shipment and receiving date.
Payment proofShop policy requires bank, card or transfer evidence.Sensitive information is redacted according to company policy.
Product or damage imageA visible condition must support a receiving discrepancy or return.The image is clear, necessary and linked to the correct transaction.

Attach a File While Creating or Editing

  1. Open Purchase -> Purchases and choose New Purchase, or open an editable purchase and select Edit.
  2. Select the supplier and confirm the purchase lines before attaching evidence.
  3. In the right-hand purchase details, select Attach invoice.
  4. Choose the correct PDF or image from the device.
  5. Check the filename and document content before saving the purchase.
  6. Complete the remaining purchase fields and save once.
  7. Reopen the saved purchase and confirm the attachment appears under Attachments.

Attach a File to a Saved Purchase

  1. Open Purchase -> Purchases.
  2. Find the transaction by purchase number, supplier, date or status and open it.
  3. Verify the supplier, purchase number, item lines and total so evidence is not filed against the wrong record.
  4. Under Attachments, select Attach a file.
  5. Choose one supported file no larger than 10 MB.
  6. Wait for the Attached confirmation; do not close the document while upload is in progress.
  7. Confirm the original filename and approximate file size appear in the attachment list.

File Rules and Stored Metadata

RuleCurrent Posnic behaviorOperator implication
Accepted formatsPDF, JPEG/JPG, PNG and WebP.Convert office documents or unsupported images to an approved format before attaching.
Maximum size10 MB per selected file.Compress or split a larger scan without making important text unreadable.
FilenameThe original name is shown, limited to 120 characters; storage uses a regenerated name.Use a meaningful original filename, but do not rely on it as the only transaction identity.
MetadataPosnic records size, MIME type, uploader identity and upload date.Use the purchase record and staff access as the audit trail.
Record typesThe same endpoint supports purchase orders and received purchases.Paperwork can stay with the transaction before and after stock is received.
PermissionsPurchase / Receiving Write is required to add or remove.Read-only employees should ask an authorized stock or purchasing user.

Open and Check an Attachment

  1. Open the saved purchase and locate Attachments below the purchase details.
  2. Select the attachment filename; Posnic opens it in a new browser tab.
  3. Confirm the displayed document is complete, legible and belongs to the open purchase.
  4. Compare quantities, invoice total, tax and dates with the Posnic purchase.
  5. Return to the purchase tab without editing stock merely because the external document differs.
  6. Resolve mismatches through the approved edit, return, void or accounting workflow.

Remove the Wrong Attachment

The red remove control removes the file from the purchase list immediately. The current interface does not show a confirmation dialog, so verify the filename before selecting it.

  • Remove only a duplicate, illegible or wrongly filed document.
  • Do not remove evidence merely because the purchase was returned or voided.
  • Upload the correct replacement and verify it opens before removing the bad copy when practical.
  • Removal does not alter purchase lines, totals, status, stock or tax.
  • The server retains the physical file for support recovery even after its listing is removed; recovery is not an operator self-service action.

Troubleshooting

ProblemLikely reasonControlled response
That file is over 10MBThe selected file exceeds the client limit.Compress or split it, check readability and attach an approved file under 10 MB.
Only PDF and image files can be attachedThe server rejected the MIME type.Export the document as PDF, JPEG, PNG or WebP; renaming the extension is not a conversion.
Attach a file is missing or disabledThe employee lacks Purchase / Receiving Write access.Ask an administrator to review the role; do not share another employee's login.
Could not attach the fileAuthentication, network, server storage or request processing failed.Keep the source file, refresh once, reopen the purchase and retry once; report the exact message if it repeats.
Filename appears but will not openThe stored URL is unavailable or the browser blocked the new tab.Allow the trusted Posnic origin to open the tab, then ask support to inspect storage if the URL still fails.
Wrong attachment was removedThe remove control has no confirmation or the wrong filename was selected.Stop changing the record, note the purchase and filename, and ask support about retained-file recovery.
Attachment is on the wrong purchaseDocument identity was not checked before upload.Upload it to the correct purchase, verify it, then remove the wrong listing with authorization.

Daily Evidence Check

  • Review purchases with invoice mismatch warnings before close.
  • Confirm required supplier invoices and delivery notes open and remain legible.
  • Match external invoice totals and tax to the saved purchase or record the approved variance.
  • Keep payment-card, bank and personal data out of attachments unless policy explicitly requires and protects it.
  • Include missing or removed evidence in the manager's purchase review.

Related Manual Pages

Purchase Create Purchase Order A purchase order records what the shop asked the supplier to send. It should be reviewed before stock arrives and received only when the physical goods are checked. Purchase Invoice Total Mismatch Posnic compares the supplier's declared tax-inclusive invoice total with its calculated purchase total. A difference above 0.50 is saved as a visible warning instead of blocking received stock. Purchase Freight and Charges Additional purchase charges increase the purchase grand total. They remain separate from item unit cost and tax so operators can reconcile supplier paperwork without distorting stock lines. Purchase Receive Stock Receiving is the point where purchased goods become trusted stock. The operator must match supplier, quantity, cost, invoice total, tax and proof before saving. Purchase Browse and Open Purchases The Purchases screen merges orders and received purchases into one working list. Read the number, dates, progress, indicators and status together before opening a row. Purchase Purchase Actions Purchase actions change evidence after the purchase is saved. Print and email share the document; returns and voids affect stock and accounting history. Purchase Void a Purchase Purchase void is a whole-document reversal. Posnic keeps the purchase, records who voided it and why, reverses received tracked stock, and removes the cancelled document from purchase input credit. Settings Employees and Roles Staff access starts with named employees, branch assignment, a role or custom matrix, POS action authority, and a review habit. Support Troubleshooting and Backup When something goes wrong, preserve evidence first: version, operating system, screen, sale, device, log, backup and exact step.