Purchase

Edit a Purchase and Reconcile Stock Changes

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.

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

Technical source evidence

demo.posnic.io purchase R-DEMO-000005 Edit Purchase route captured 2026-09-08, frontend/static/script/js/modules/js/receiving_add.js showReceivingsEditPage loadEditReceivings and edit submission, api/src/controllers/receivings.controller.js update and Purchase Write boundary, api/src/models/receiving.model.js receivingInsertUpdate status transitions stock deltas and invoice reconciliation, api/src/routes/receivings.routes.js PUT /receivings/:id

Live Posnic Edit Purchase screen showing supplier item bill status payment tax invoice and charge controls — **Edit Purchase uses the original purchase form**This fresh demo capture shows every edit control. The selected demo record failed to repopulate its supplier and lines, which is a stop condition covered below.

Posnic purchase detail with supplier item quantities status tax and totals — **Record the original document before editing**Use the detail view and supplier paperwork to establish the values that should change and the values that must remain.

Choose the Correct Purchase Action

Situation	Use	Why
Supplier, bill date, expected date, payment note, tax treatment, charge, cost or ordered quantity is wrong	Edit	Corrects the existing document and retains its purchase number.
Goods listed on an Open or Partial purchase have physically arrived	Receive	Receiving records the delivered quantity; editing is not a receiving operation.
Received goods are physically leaving for the supplier	Return items	Creates a supplier-return record and reduces tracked stock.
The supplier will never deliver the remaining balance	Cancel remaining	Closes a Partial purchase without reversing stock already received.
The whole document should never have existed	Manager-reviewed Void	Reverses the whole purchase while preserving a cancellation audit trail.
Only shelf quantity is wrong and the purchase document is correct	Investigate, then approved Stock Adjustment	Do not rewrite valid supplier evidence to hide a separate stock discrepancy.

Permission and Status Boundaries

Boundary	Current behavior	Operator implication
Permission	The API requires Purchase / Receiving Write access.	Read access can inspect purchases but cannot save an edit.
Purchase identity	The existing record and its ID must still exist.	Open Edit from the verified detail page; never infer the record from supplier name alone.
Supplier	A valid supplier is required and its name must contain at least three characters.	Select a supplier result; do not leave an unselected typed name.
Items	The browser requires at least one item line.	An empty table is a loading failure, not a zero-item correction.
Cancelled purchase	The server rejects editing with: This purchase was voided - it can no longer be edited.	Treat a voided purchase as a closed audit record.
Partial purchase	Already received quantities are preserved and capped to the edited ordered quantity.	Use Receive to accept or reverse delivery state; Edit cannot manufacture receipt history.
Linked purchase order	Saving re-synchronizes the linked PO when a source PO exists.	Recheck both the receiving and originating PO after editing.

Prepare Before Opening Edit

Stop receiving, returning and stock-count work for the same purchase until the correction is complete.
Open Purchase -> Purchases, locate the purchase number and inspect the detail page.
Compare supplier invoice, delivery note, purchase status, item lines, ordered and received quantities, unit costs, tax and total.
Record current available quantity for every tracked item if the purchase is Received or Partial.
Identify the exact correction and obtain approval under the shop's purchase-control policy.
Preserve a PDF, printout or screenshot of the original when the edit changes supplier, date, quantities, costs, tax or invoice value.
Confirm no return, void, later receipt or manual stock adjustment has already corrected the same issue.

Fields Available on Edit Purchase

Area	Editable values	Check before saving
Supplier	Supplier selection and the supplier contact/GST snapshot loaded with it.	Confirm the legal supplier and GST state match the invoice.
Dates and status	Bill date, expected delivery date and status options exposed by the form.	Do not mark Received unless the physical delivery supports it.
Items	Add or remove lines; change ordered quantity, unit cost and line tax.	Match SKU/item, unit, quantity, cost and tax to evidence.
Payment	Payment mode and payment note.	Use the actual tender or supplier-payment arrangement; editing this does not itself settle an external account.
Tax	Exclusive Tax and Input credit claimable.	Apply the accountant-approved treatment and verify supplier/branch state.
Invoice control	Declared invoice total including tax.	Enter the printed total; Posnic flags a difference greater than 0.50 against its calculation.
Charges and proof	Additional charge rows and attached invoice images.	Name and value freight or other charges clearly and retain readable proof.

Edit and Save the Purchase

From the confirmed purchase detail, select Edit.
Wait for the supplier, every existing item line, totals and saved options to repopulate before touching any field.
If supplier or lines are blank, select Close without saving, refresh the purchase list once and reopen. Use the failure procedure below if it repeats.
Change only the approved fields. For item corrections, verify each remaining line after adding, removing or changing quantity, cost or tax.
Recheck Sub Total, Tax, additional charges and Grand Total against the supplier invoice.
Enter the declared invoice total and resolve any mismatch instead of ignoring it.
Select Update once and wait for confirmation. Do not double-click or retry until the purchase has been reopened and checked.

Understand the Stock Effect

Before -> after	Tracked-stock behavior	Required verification
Open/Ordered -> Received	The full edited received quantities enter stock.	Treat this as a high-impact status change and count every line.
Received -> Received	Only the difference moves: increased/added lines add stock; decreased/removed lines deduct stock.	Calculate each expected delta before saving and compare afterward.
Received -> Open/Ordered	All quantities previously counted in are reversed.	Use only when evidence proves the receipt state itself was wrong.
Partial -> Partial	Cumulative received quantities remain factual, capped to edited ordered quantities; edit does not receive or unreceive units.	Compare ordered, received and remaining quantities line by line.
Partial -> Received by edited quantities	If every edited ordered quantity now equals quantity already received, the document can resolve to Received.	Confirm this is a corrected order quantity, not an undelivered shortage that should use Cancel remaining.
Untracked item	Available quantity and stock log do not move.	Use document evidence and physical control appropriate to the untracked item.
Stock logging disabled	Tracked quantity still moves, but an Edit Receiving log may be absent.	Retain before/after quantities and enable branch logging for future auditability where appropriate.

Reconcile Immediately After Saving

Reopen the same purchase number and confirm supplier, bill date, status, lines, costs, tax, charges, declared invoice total and grand total.
For each tracked item, compare current available quantity with the recorded pre-edit quantity and expected delta.
Open Inventory Logs and match Edit Receiving Add or Deduct entries to purchase reference and signed count where branch logging is enabled.
For Partial purchases, verify received quantities did not change merely because the ordered lines were edited.
If linked to a purchase order, reopen that PO and verify its quantities and status were synchronized correctly.
Review supplier activity, purchase reports and GST/input-credit reports for the affected bill period.
Attach approval and before/after evidence to the accounting record required by shop policy.

Empty or Incomplete Edit Form

During the 2026-09-08 live demo audit, received purchase R-DEMO-000005 opened the Edit Purchase route but showed a blank supplier field, no item rows and zero totals. That is an unsafe loading state; it must not be submitted.

Select Close without using Update.
Return to Purchases, refresh once and reopen the exact purchase number.
Try another authorized workstation or the current desktop build to separate browser cache from record/API behavior.
Record purchase number, branch, status, item count, time and screenshots for support.
Do not choose a supplier and rebuild the purchase from memory on the blank edit route.
Do not create a compensating stock adjustment or duplicate purchase while the original state is unresolved.

Troubleshooting and Controls

Problem	Likely boundary	Controlled response
Edit is missing or save returns forbidden	User lacks Purchase Write access.	Have an authorized manager correct the permission or perform the approved edit.
Supplier is rejected	No valid supplier was selected or name is shorter than three characters.	Select the existing supplier or create the correct supplier first.
No item lines or zero total	Existing purchase failed to populate.	Close without saving and follow the incomplete-form procedure.
Update says purchase was voided	The record is Cancelled.	Do not edit it; reconcile through retained audit evidence and an approved replacement if required.
Stock changed more than expected	Multiple line/status differences or concurrent stock movement occurred.	Freeze affected items and reconcile purchase lines, physical count and Inventory Logs with a manager.
Partial receipt quantity looks wrong	Ordered quantity was reduced below cumulative received quantity or the wrong workflow was used.	Stop and compare delivery history; use Receive/Return rather than forcing receipt history through Edit.
Invoice mismatch remains	Declared supplier total differs from calculated lines, tax and charges by more than 0.50.	Recheck line cost, tax mode, additional charges and printed invoice before accepting the discrepancy.
Linked PO changed unexpectedly	The update re-synchronized its source purchase order.	Compare both documents and escalate with IDs and screenshots before further receiving.