Purchase

Convert Purchase Packs into Stock 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.

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

frontend/modules/items_write.html Purchase unit and Units per pack fields, frontend/static/script/js/modules/js/items.js purchase_unit and conversion_factor save/edit payload, api/src/repositories/item.repository.js validated item pack fields and receiving lookup projection, frontend/static/script/js/modules/js/receiving_add.js explicit applyUnitConversion control and quantity recalculation, api/src/models/receiving.model.js received item_quantity and item_unit persistence

Configure the purchase packThis real item setup says one supplier box contains 24 base units; use the supplier's actual pack definition.
Open the receiving formSearch for the configured item. The conversion control appears on its quantity row only when both pack fields are valid.
Verify the saved documentReopen the purchase and verify that the saved quantity is the base-unit result, then compare stock and invoice totals.

Understand the Two Units

ValueExampleMeaning
Base item unitpieceThe unit Posnic counts in available stock and saves on the receiving line.
Purchase unitboxThe supplier pack name shown on the conversion button.
Units per pack24The multiplier from one supplier pack to base stock units.
Packs delivered3 boxesWhat the operator types before selecting the conversion control.
Quantity after conversion72 piecesThe saved stock quantity: 3 x 24.

Configure the Item Before Receiving

  1. Open Inventory -> Items and create or edit the stock item.
  2. Confirm the normal item Unit is the smallest unit the shop sells and counts.
  3. Open the More tab.
  4. Enter the supplier pack name in Purchase unit, such as box, carton, case or tray.
  5. Enter the exact positive multiplier in Units per pack; for a 24-piece box, enter 24.
  6. Keep Tracking inventory enabled when physical stock should change.
  7. Save the item, reopen it and verify both pack fields before using them on a live delivery.

Receive Packs with the Explicit Conversion

  1. Open Purchase -> Purchases -> New Purchase and select the supplier.
  2. Search for and select the configured item; do not use quick item creation for this workflow because quick-created items have no pack conversion.
  3. In the quantity field, enter the number of unopened supplier packs delivered.
  4. Select the xN purchase-unit control shown beside the quantity, for example x24 box.
  5. Confirm the quantity changes to base units exactly once; 3 becomes 72 in the example.
  6. Review unit cost, line total and tax after conversion because the normal quantity-change calculation runs again.
  7. Complete invoice, payment, tax and attachment checks, then save once.
  8. Reopen the purchase and compare the base-unit quantity with Inventory Logs and a physical count.

When Not to Press the Conversion Button

  • Do not press it when the quantity field already contains base units.
  • Do not press it twice; the second press multiplies the already converted quantity again.
  • Do not use it for a partly filled pack unless the delivered contents are first expressed accurately in base units.
  • Do not assume scanning a pack barcode performs this conversion; the control is deliberately explicit.
  • Do not use a pack multiplier to compensate for an incorrect purchase price or tax setup.

Cost and Tax Control

CheckOperator questionRequired action
Purchase cost basisIs the entered cost per base unit or per supplier pack?Use the shop's approved item-cost convention and confirm the calculated line total before saving.
QuantityDoes the row show packs or converted base units?After selecting xN, treat the displayed quantity as base units.
TaxDid the tax amount recalculate with the converted quantity?Compare the line and grand total with the supplier invoice.
Invoice totalDoes Posnic's total match the supplier-stated total?Resolve the mismatch; never change quantity merely to force a total.
Physical stockDoes converted quantity equal pieces actually received?Count or sample-check the delivery before final acceptance.

Correct a Conversion Mistake

  1. Stop further sales or transfers of the affected item when the stock difference is material.
  2. Open the saved purchase and compare its quantity with the supplier delivery note and physical stock.
  3. Check whether the multiplier was omitted, applied twice or configured incorrectly on the item.
  4. If the purchase is still editable, enter the correct base-unit quantity and recheck cost, tax and total before saving.
  5. If history cannot be edited under shop policy, use an approved stock adjustment and retain the purchase evidence; do not silently alter unrelated stock.
  6. Correct the item's Purchase unit or Units per pack before the next delivery.
  7. Review Inventory Logs and the reopened purchase to confirm the correction.

Troubleshooting

ProblemLikely reasonControlled response
No xN button appearsPurchase unit is blank, Units per pack is missing/not greater than 1, or the item lookup is stale.Reopen the item, correct both fields, save, then reselect it on a fresh receiving row.
Quick-created item has no conversionQuick purchase item creation intentionally supplies no pack metadata.Finish item setup in Inventory -> Items before pack receiving.
Quantity is far too highConversion was selected after base units were entered, or selected more than once.Do not save; restore the verified base-unit quantity and recalculate.
Line total does not match invoiceCost basis may be per pack while the row quantity is now base units.Confirm the approved purchase-cost basis and reconcile without falsifying quantity.
Stock unit label is unexpectedThe item's base Unit is incorrect or missing.Correct item setup with approval and verify historical document interpretation.
Decimal result appearsA decimal pack count or non-integer multiplier was used.Confirm the product can be counted fractionally; otherwise use whole base units.

Receiving Checklist

  • Purchase unit and Units per pack match the supplier packaging.
  • Base item unit matches how inventory is sold and counted.
  • Pack count was converted once, then verified as base units.
  • Purchase cost basis, tax and supplier invoice total reconcile.
  • Saved purchase quantity, Inventory Logs and physical receipt agree.

Related Manual Pages

Catalog Create Item Use the full Add Item form when the product must be searchable, scannable, stocked, reported and controlled correctly. Catalog Edit Existing Item Item edits affect future searches, scans, sales and reports immediately. Review the whole record, use a counted quantity, and test the result before serving customers. Catalog Units Units make quantities readable on item, sale and stock screens. Create short unit labels once, then assign them consistently to item records. 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 Payment Details Purchase Payment Mode and Payment Note describe how the supplier purchase was or will be paid. They are saved on the purchase and exposed in document/export surfaces, but selecting a label does not move money or create an external bank settlement. 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 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 Purchase Exclusive Tax Exclusive Tax controls whether configured exclusive item tax is added above purchase cost. In the current receiving flow, clearing it sets line tax to zero rather than extracting included tax from the entered price. 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.