Purchase

Receive Stock, Tax, Payments and Invoice Proof

Receiving is the point where purchased goods become trusted stock. The operator must match supplier, quantity, cost, invoice total, tax and proof before saving.

Menu path
Purchase -> Purchases -> New Purchase, or receive an existing order
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/receivings_write.html, frontend/static/script/js/modules/js/receiving_add.js addReceivings invoiceTotalCheck addChargeRow collectCharges autofillFromSupplier, frontend/static/script/js/modules/js/receiving_view.js renderPurchaseDoc, purchaseorders.saveReceive

Direct receiving formDirect receiving records supplier, items, bill date, payment mode, invoice total, tax and attachment proof.
Receive from order contextOrdered stock should be received against the existing order when possible.
Receiving defaultsCore Settings decide default supplier, receiving prefix and device autofocus behavior for receiving screens.

Direct Receiving Versus Receiving an Order

SituationUse this pathWhy
Goods and invoice are already presentNew Purchase direct receiving.The operator can verify stock and invoice immediately.
Order was created earlierOpen the order and receive against it.Keeps ordered, partial and received quantities in one history.
Supplier sends only part of the orderPartial receive.Tracks what arrived and what is still expected.
Supplier will not send the balanceClose short or cancel remaining according to policy.Prevents stale incoming quantities.
Invoice total differs from Posnic totalStop and reconcile before saving.Cost, tax or charges may be wrong.

Receive Stock Directly

  1. Open Purchase -> Purchases.
  2. Click New Purchase.
  3. Select Supplier.
  4. Add items by name, SKU or barcode.
  5. Enter quantity and purchase cost for each received item.
  6. Set Bill date.
  7. Set Status to Received only when physical stock has arrived.
  8. Choose Payment Mode and enter a Payment Note when needed.
  9. Enter Invoice total from the supplier bill.
  10. Review Exclusive Tax and Input credit claimable according to accountant approval.
  11. Add Additional charges such as freight only when they belong to the invoice.
  12. Attach invoice or payment proof when shop policy requires it.
  13. Save and verify Inventory Logs.

Match Invoice Total

The receiving code checks the entered invoice total against Posnic line, tax and charge totals. Treat a mismatch as a training stop, not a warning to ignore.

  • Confirm every received item line is present.
  • Check quantity and purchase cost against the supplier invoice.
  • Check whether the supplier invoice is inclusive or Exclusive Tax.
  • Add freight, packing or handling charges as named additional charges.
  • Fix the cause before saving when the entered invoice total does not match.

Tax and Input Credit

Purchase tax settings affect accounting evidence. Input credit claimable should be used only when the business is allowed to claim it for that invoice.

  • Use Exclusive Tax when the supplier bill lists tax separately from item cost.
  • Leave tax controls unchanged when the accountant has not approved a change.
  • Confirm supplier GSTIN when GST input credit is involved.
  • Use tax reports to review claimed input credit after receiving.
  • Do not use receiving tax settings to correct a wrong item tax setup without reviewing the item.

Attach Proof and Verify Stock

  • Attach invoice or payment proof before save when required by the shop.
  • Keep proof files readable and matched to the supplier bill.
  • After save, open Inventory Logs for one received item.
  • Check Purchase Reports for the received date and supplier.
  • Use the purchase document preview if staff need to print, email, return or void later.

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 Input Credit Eligibility The purchase eligibility checkbox controls whether saved purchase tax enters Posnic's Tax Payable input-credit calculation. It does not change tax rates, item cost, stock or the supplier invoice. Purchase Freight and Charges Additional purchase charges increase the purchase grand total. They remain separate from item unit cost and tax so operators can reconcile supplier paperwork without distorting stock lines. Purchase Attach Purchase Files Purchase attachments keep supplier paperwork beside the saved transaction. Posnic accepts PDF and image files up to 10 MB on purchase orders and received purchases. 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 Purchase Actions Purchase actions change evidence after the purchase is saved. Print and email share the document; returns and voids affect stock and accounting history. 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. Reports Tax and GST Reports Tax reports are accounting evidence. They depend on tax settings, item tax setup, purchase input credit decisions and the exact date range used. Settings Core Settings Core Settings decide how everyday screens behave: default customer, prefixes, date editing, stock tracking, payments and device focus.