Purchase

Find Purchases by Status, Expected Date and Supplier

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.

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

frontend/modules/purchaseOrders.html, frontend/static/script/js/modules/js/receiving_add.js mountPurchaseFilters loadList exportCsv, purchase status filters draft ordered partial received cancelled, expected today tomorrow week filters

Purchases listThe list separates received, ordered, draft, partial and cancelled purchasing work.
Row previewOpen a row to inspect supplier, item lines, tax and total before choosing an action.
Purchase actionsThe action menu belongs to the selected purchase document, so filter and preview first.

What the Purchase List Is For

Use Purchase -> Purchases when staff need to find stock that was ordered, partly received, received, cancelled or still being drafted. It is the daily working list for incoming stock.

  • Draft rows are not final receiving evidence.
  • Ordered rows show expected stock that may still be on the way.
  • Partially received rows need attention before the order is closed.
  • Received rows are the main evidence for stock that entered inventory.
  • Cancelled rows should remain visible for audit rather than being confused with missing data.

Filter by Status and Expected Date

  1. Open Purchase -> Purchases.
  2. Use the status filter for Draft, Ordered, Partially received, Received or Cancelled.
  3. Use Expected filters such as today, tomorrow or this week when following incoming stock.
  4. Use the supplier or text filter to narrow the list further.
  5. Click a row and review the document preview before taking action.
  6. Clear filters before assuming a purchase is missing.

Read Status Correctly

StatusMeaningNext operator action
DraftThe purchase is saved as a working document.Review quantities and supplier before creating or receiving.
OrderedThe order exists but stock is not fully received.Follow Expected date and receive when stock arrives.
Partially receivedSome ordered quantity has arrived.Receive remaining items or close short if the supplier will not send them.
ReceivedStock has been received into inventory.Verify inventory logs and purchase reports.
CancelledThe purchase was cancelled and should not bring stock in.Keep for review; create a new purchase if buying resumes.

Sort, Export and Review

The Purchases list has export and sorting controls for operational review. Export CSV writes the merged purchase-order and received-purchase rows currently loaded in the browser; it is not a guaranteed full-history export.

  • Sort newest first when checking recent receiving work.
  • The CSV can contain more rows than the page currently visible because the list preloads a working window.
  • Status and Expected quick filters change the visible rows after that window is loaded, but they do not narrow the CSV in the current version.
  • Search, supplier and date filters apply to received purchases; purchase-order rows are loaded separately, so verify the downloaded row set before sharing it.
  • Open the purchase preview before printing, emailing, returning or voiding.
  • Use Purchase Reports for formal period totals.

Common Search Problems

ProblemLikely causeCorrection
Expected stock is not visibleExpected-date filter is too narrow or status filter is wrong.Clear filters, then apply one filter at a time.
Supplier purchase cannot be foundWrong supplier selected or supplier name was duplicated.Check Supplier List and Supplier Reports.
Partially received purchase is forgottenStaff filtered only Received rows.Train daily review of Partially received status.
Totals do not match invoiceCharges, tax or invoice total were entered differently.Open the purchase and compare line totals, charges and invoice total.

Related Manual Pages

Purchase Search and Filter Purchases The expanded Filter strip narrows received-purchase records by identity and bill date. Its scope is different from the Status and Expected quick filters and from purchase orders. Purchase Export Purchase CSV Export CSV creates a lightweight working file from the purchase rows loaded in the browser. Check its scope and row set before treating it as a complete purchase register. 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 Supplier Profile The supplier profile is the purchasing memory for a vendor: contact details, purchase totals, recent bills and document preview all sit beside the supplier list. Reports Purchase and Supplier Reports Purchase reports explain stock coming in, stock or money going back to suppliers and how much business each supplier represents.