Purchase

Choose Ordered or Received Purchase Status

Ordered records the supplier commitment without adding stock. Received counts each inventory-tracked line into available quantity. Editing between these statuses creates compensating stock movements, so operators must verify the physical delivery before saving.

Menu path
Purchase -> Purchases -> New Purchase or Edit -> Status
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/receivings_write.html Ordered and Received status options, frontend/static/script/js/modules/js/receiving_add.js status restoration Partial lock and Expected-on visibility, api/src/models/receiving.model.js create-time stock addition and edit transition delta ledger, api/src/repositories/receiving.repository.js Received-only stock logging, api/src/models/receiving.model.js partial receive and close-short status handling

Ordered is the new-purchase defaultUse Ordered while goods are still outstanding; Expected on is shown for delivery follow-up.
Treat status changes as stock actionsOn an eligible edit, moving between Ordered and Received changes the quantity counted into tracked stock.
Verify the inventory movementUse the purchase number and stock log balances to prove that the status transition produced the intended movement.

Choose Status from Physical Reality

SituationChooseStock effect
Order placed; nothing has arrivedOrderedNo purchase quantity is added to available stock.
All listed goods are physically counted and acceptedReceivedEach inventory-tracked line is added to available stock.
Some ordered goods arrivedUse the purchase document Receive flowReceived quantities move into stock and status becomes Partially received until completed or closed short.
Goods arrived but inspection is incompleteKeep Ordered under shop policyDo not make unverified goods saleable merely to finish data entry.
Payment is complete but goods have not arrivedOrderedPurchase status represents receipt, not payment settlement.
Status is uncertainDo not guessCheck delivery note, physical count and receiving authority first.

Create an Ordered Purchase

  1. Open Purchase -> Purchases -> New Purchase and select the supplier.
  2. Add the ordered items, quantities and approved purchase costs.
  3. Keep Status set to Ordered.
  4. Set Expected on when the supplier supplied a delivery commitment.
  5. Record payment, tax, invoice and attachment context available at ordering time.
  6. Save once and confirm the row appears as Ordered in Purchases.
  7. Follow it by expected date, then use Receive when goods physically arrive.

Create a Direct Received Purchase

  1. Use direct receiving only when the goods are already at the shop and can be inspected.
  2. Select the supplier and scan/search every accepted item.
  3. Enter physical base-unit quantities, converting packs exactly once when configured.
  4. Choose Status -> Received.
  5. Confirm Expected on is no longer relevant to this completed intake.
  6. Reconcile costs, tax, charges, supplier invoice total and attachments.
  7. Save once, then reopen the purchase and verify item quantities.
  8. Check available stock and Inventory Logs using the purchase number.

How Status Transitions Move Stock

TransitionCurrent behaviorRequired verification
New OrderedStores the purchase with no receiving stock addition.Purchase appears open and expected delivery is followed.
New ReceivedAdds each tracked item's entered quantity once.Closing balance equals prior stock plus accepted quantity.
Ordered -> ReceivedAdds the lines now counted as received.Physical delivery and Inventory Log reference agree.
Received -> Received editApplies only per-item quantity differences, including added or removed lines.Net stock movement equals the approved edit delta.
Received -> OrderedSubtracts quantities previously counted by that document.Goods are truly not accepted/in stock, or an approved correction explains the reversal.
Partial editAlready received quantity remains fact; status is locked to the Receive flow.Use Receive or Cancel remaining from the purchase document.

Tracked and Untracked Items

  • Only items with Tracking inventory enabled are updated by purchase receiving stock logic.
  • Services or intentionally untracked items can remain on a purchase without changing available quantity.
  • Branch stock-management settings affect stock-log recording, but the current create path still updates tracked quantities when a purchase is Received.
  • Do not infer that a missing stock log means an untracked item's purchase failed; verify item configuration and saved document.
  • Enable tracking before live receiving when the shop expects quantity-on-hand control.

Expected Date Is Not Receipt Proof

FieldWhat it meansWhat it does not mean
Expected onSupplier delivery target for an Ordered purchase.Goods have arrived or stock should be added.
Bill dateDate assigned to the purchase document.Physical count was completed.
Status ReceivedOperator asserts the listed quantities are received.Supplier was paid.
Payment ModeDescriptive payment arrangement label.Receipt status or bank confirmation.
Invoice attachmentRetained evidence file.Automatic acceptance of every invoiced quantity.

Correct a Wrong Status

  1. Stop selling or transferring affected items when the discrepancy is material.
  2. Find the purchase by number and compare status, lines and quantities with physical stock and delivery evidence.
  3. Open Inventory Logs and identify movements referencing the purchase.
  4. If an eligible edit is allowed, choose the factually correct status and verify every line before saving.
  5. For Received -> Ordered, confirm the system subtracts only quantities this purchase previously counted.
  6. For Ordered -> Received, confirm the system adds the accepted tracked quantities once.
  7. If partial receipt is involved, use Receive, Cancel remaining, return or void according to the real event instead of forcing status through Edit.
  8. Reopen the purchase, recount stock and retain manager approval for closed-period corrections.

Troubleshooting and Controls

ProblemLikely reasonControlled response
Expected on disappearedStatus is Received; the field is shown only while Ordered.Verify whether goods truly arrived before keeping Received.
Stock did not increasePurchase stayed Ordered, item tracking is off, or save failed.Check saved status, item Tracking inventory, document and stock logs.
Stock doubled after editHistorical behavior or an unintended quantity/status edit may have added too much.Freeze movement, audit purchase-linked logs and correct through approved adjustment/edit.
Stock decreased after editReceived was changed to Ordered or line quantity was reduced.Compare the logged delta with the factual correction.
Partially received status cannot be changedIt is intentionally controlled by the Receive flow.Receive outstanding goods or use Cancel remaining from the document.
Received purchase contains untracked itemThe item is not configured for quantity-on-hand control.Decide whether tracking should be enabled for future use; audit current stock separately.
Payment completed but status is OrderedPayment and receipt are separate facts.Keep Ordered until delivery; retain payment evidence independently.

Receipt Status Checklist

  • Status matches the goods physically present and accepted.
  • Expected date is used only for outstanding delivery follow-up.
  • Tracked item quantities use correct base units.
  • Purchase number appears on the expected Inventory Log movements.
  • Partial deliveries use the Receive workflow rather than a forced edit.
  • Payment state is reconciled separately from receipt status.
  • Corrections leave evidence and manager approval.

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 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 Purchase List The purchase list is the control desk for incoming stock. Status, expected date, supplier and row preview tell staff what still needs receiving or review. 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 Cancel Remaining Cancel remaining, also called close short, ends the expectation for an undelivered balance. It preserves quantities already received, moves no stock during the close, and records who closed the purchase and when. Purchase Edit a Purchase Editing changes the original purchase. On received documents, tracked stock moves only by the difference between the old and new lines; partial receipts preserve quantities already accepted and must still be completed through Receive. Purchase Receive Packs as Units Posnic always stores received stock in the item's base unit. For configured items, the receiving row offers an explicit xN purchase-unit button that multiplies the entered pack count once and recalculates the line. Inventory Inventory Logs Inventory Logs are the branch stock ledger. Each row opens a movement detail beside the list, where operators can inspect the reference and follow controlled links to the item, sale or purchase. Inventory Adjust Stock Stock adjustment corrects selected item quantities with one named reason. Every newly selected Inventory count row starts at zero, so enter and review each complete physical count before adjusting.