Purchase

Create a Missing Item During Purchase Entry

The purchase no-match action creates a real reusable item with only name, selling price and stock on hand, then adds a zero-cost line to the purchase. It is fast, but barcode, SKU, supplier, purchase cost, category, unit and complete tax setup still need deliberate review.

Menu path
Purchase -> Purchases -> New Purchase -> item search -> Create item
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/static/script/js/modules/js/receiving_add.js no-result create action and callback line defaults, frontend/static/script/js/modules/js/quick_items.js popup fields validation itemPayload and createItem, frontend/modules/items_write.html complete item fields, frontend/static/script/js/modules/js/receiving_add.js editItemCompanyPriceReceiving company-price update

Search before creatingSearch by the item's known name, SKU or barcode before deciding that the catalog item is missing.
Complete the reusable itemAfter compact creation, open the item and fill the operational fields needed for purchasing, scanning, tax and inventory.
Correct the new purchase lineThe newly created line enters with zero purchase cost, so set the approved cost and verify totals before saving.

Search Before Creating

  1. Select the correct supplier first.
  2. Search the product's full name and common shortened name.
  3. Search or scan the known SKU and barcode.
  4. Check spelling, spacing, pack size and variant before selecting Create item.
  5. When a matching reusable item exists, select it instead of creating a near-duplicate.
  6. Use Create item only when this is genuinely a new catalog product.

Create the Compact Item

  1. Type the missing product name in purchase item search.
  2. Select Create item with the typed name from the no-match result.
  3. Confirm or correct Name; it is required and limited to 100 characters.
  4. Enter Selling price if the approved shelf price is known; blank saves as zero.
  5. Enter Stock on hand only when opening stock already existed before this purchase; blank saves as zero.
  6. Select Save item once and wait for Item saved.
  7. Confirm the new line appears on the purchase.
  8. Edit its Cost to the supplier's approved unit cost before saving the purchase.

What the Compact Dialog Saves

Field/behaviorSaved defaultRequired follow-up
NameTyped name after trimming.Normalize brand, size and variant naming.
Selling and MRPBoth use entered Selling price, or zero.Confirm actual selling price and MRP policy.
Stock on handEntered value, or zero.Avoid counting the current purchase twice.
Purchase/company costZero in the item payload and the inserted purchase line.Edit the line cost; understand this updates stored Company Price.
Inventory trackingEnabled.Keep enabled for stock products; review for services.
Sales channelEnabled.Item becomes available to normal sale search.
Negative stockAllowed.Disable later when the shop must block out-of-stock sales.
TaxMay inherit the sale-page cached default when available; purchase creation commonly has no such cache.Open the item and verify tax ID, percentage and inclusive/exclusive type.
UnitServer/default behavior resolves an omitted unit, commonly quantity.Set the real unit and any purchase pack conversion.
Barcode, SKU, category, supplierBlank.Complete before barcode use, reporting or supplier autofill.

Avoid Double-Counting Opening Stock

SituationStock on hand in popupPurchase quantity
All stock arrived in this purchase0Enter the physically received quantity on the purchase line.
Existing shelf stock plus a new deliveryEnter only verified pre-existing stock.Enter only the new delivery quantity.
Creating an order before deliveryCurrent verified stock only.Enter ordered quantity; keep status Ordered until receipt.
Unknown current stock0 until counted.Use the purchase for actual delivered quantity, then perform an approved inventory count if needed.

Complete the Item After Creation

  1. Open Inventory -> Items and find the exact newly created name.
  2. Open Edit and confirm Company Price, Selling Price and MRP.
  3. Assign the supplier so future supplier search and Fill from supplier can find it.
  4. Set category and unit; configure purchase unit and conversion factor for packs when required.
  5. Enter a unique SKU and barcode, or use Same as SKU only under the shop's approved coding rule.
  6. Assign the correct tax rate and inclusive/exclusive treatment.
  7. Review inventory tracking, negative-stock permission and sales-channel visibility.
  8. Save and test one search/scan before processing more stock.

Duplicate and Failure Handling

  • The item endpoint can return a duplicate conflict when name, barcode and all three prices match an existing item.
  • A duplicate warning does not add a new item line; search for and select the existing record.
  • Save item is disabled while the create request is active to reduce double submission.
  • When creation fails, keep the purchase open, preserve the typed product evidence and retry only after checking the message.
  • Do not alter the spelling merely to bypass duplicate detection.

Troubleshooting

ProblemLikely reasonControlled response
Create item option does not appearSearch still has a match, lookup is loading, or the request failed.Wait, search exact codes and inspect the result before retrying.
Save does nothingName is empty after trimming.Enter a meaningful product name.
New line total is zeroQuick-created purchase line starts with zero company cost.Use the Cost edit with the approved supplier unit cost.
Item will not scan laterNo barcode or SKU was created.Complete unique codes on the item and test one scan.
Supplier autofill misses itCompact creation leaves supplier blank.Assign the item's supplier, then retry from a fresh purchase.
Tax is zero or wrongPurchase popup had no reliable cached default or catalog tax was not completed.Correct item tax and the current purchase line with accounting approval.
Stock is too highOpening stock and received purchase quantity both included the same goods.Audit inventory logs and use an approved count/adjustment correction.
Duplicate warning appearsA matching item already exists.Cancel creation and select the existing item.

Supervisor Checklist

  • Existing catalog was searched thoroughly.
  • Name clearly identifies brand, size and variant.
  • Opening stock and purchase quantity do not overlap.
  • Purchase cost is non-zero when the supplier charged for the item.
  • Supplier, unit, category, tax, SKU and barcode are completed as required.
  • Negative-stock and sales-channel defaults match shop policy.
  • Saved purchase totals and inventory logs are verified.

Related Manual Pages

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 Edit Purchase Lines Quantity, cost and tax edits recalculate the purchase immediately. A cost edit also updates the item's stored company price through a separate request; a tax edit changes the current purchase line but does not update the item tax master. Purchase Fill from Supplier Fill from supplier is a bulk line-entry aid, not an automatic order decision. It uses the selected supplier and active branch; low-stock mode includes tracked items at or below their item reorder point, or the device's fallback low-stock range. 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. Catalog Quick Item Add Quick Item Add is for rapid catalog entry when the shop needs real items faster than the full form, but still wants searchable products. Catalog Create Item Use the full Add Item form when the product must be searchable, scannable, stocked, reported and controlled correctly. Catalog SKU and Barcodes Make products scannable by giving each item a clean SKU/barcode setup, then print labels with the right label size and fields. Catalog Assign Item Tax Each taxed item stores its selected tax, tax method and whether the selling price includes tax or receives tax on top. 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.