Purchase

Record Purchase Payment Mode and Note

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.

Menu path
Purchase -> Purchases -> New Purchase or Edit -> Payment Mode and Payment Note
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/receivings_write.html Payment Mode and 500-character Payment Note fields, frontend/static/script/js/modules/js/receiving_add.js showPaymentMode save edit preview and clear behavior, frontend/modules/settings_write.html Core Settings Payments Payment Modes, frontend/static/script/js/modules/js/settings.js payment mode create edit delete, api/src/models/receiving.model.js payment_mode and payment_description persistence export and return document projection

Configure meaningful payment labelsCash is built in; additional labels created here become choices on purchase entry as well as other payment surfaces.
Record the purchase payment contextSelect the actual payment arrangement and use the note for a non-sensitive reference or approval context.
Reconcile from purchase recordsUse purchase documents, exports and supplier evidence together; the payment label alone is not proof that funds moved.

What These Fields Mean

FieldUse it forDo not treat it as
Payment ModeA controlled label such as Cash, Bank Transfer, Card, UPI, QR, Credit or Cheque.Confirmation that a bank, card processor or supplier ledger was settled.
Payment NoteA short reference, due-date context, cheque number suffix, approver or reconciliation clue.A place for full card numbers, passwords, PINs, private bank credentials or unrelated commentary.
Purchase statusWhether the document is ordered or received.A payment-status workflow.
Invoice attachmentSupplier invoice or delivery evidence.Automatic payment proof unless the attached file actually contains that evidence.
Supplier accountSupplier identity and purchase history.A complete accounts-payable ledger created by choosing a payment mode.

Prepare Payment Modes

  1. Open Manage -> Core Settings -> Payments -> Payment Modes.
  2. Review existing labels and remove ambiguity such as duplicate spellings for the same method.
  3. Select New when a real supplier-payment method is missing.
  4. Use a concise operational name such as Bank Transfer, UPI, Cheque or Supplier Credit.
  5. Save and confirm the method appears in the list.
  6. Return to New Purchase and verify it appears in Payment Mode alongside the built-in Cash option.

Record Payment Details on a Purchase

  1. Open Purchase -> Purchases -> New Purchase or an eligible Edit screen.
  2. Select the supplier and verify the purchase number, invoice, amount and status.
  3. Choose the Payment Mode that matches the approved supplier-payment arrangement.
  4. Enter a Payment Note only when it helps later reconciliation, for example Transfer ref ending 4821, due 15 Sep, approved by manager.
  5. Never enter full payment credentials or authentication secrets.
  6. Complete item, quantity, cost, tax, declared invoice total and attachment checks.
  7. Save once, reopen the same purchase and confirm the payment mode and note were retained.

Choose a Consistent Method

SituationSuggested labelUseful note
Paid from till at deliveryCashReceipt or petty-cash voucher reference.
Paid through bankBank TransferNon-sensitive transaction reference and payment date.
Paid by UPI or QRUPI or QRReference suffix and payer account name if policy permits.
Cheque issuedChequeCheque suffix, bank name and issue/due date; never store sensitive credentials.
Supplier allows later paymentSupplier CreditInvoice due date and approval reference.
Method is uncertainDo not guessKeep the record under review and obtain payment evidence before final classification.

Understand the System Boundary

  • Posnic saves the selected text as payment_mode and the note as payment_description on the purchase.
  • The purchase preview shows Payment details, including the note when present.
  • Purchase export includes both fields for selected receiving records.
  • A supplier return document carries the purchase payment mode, but this alone does not issue a refund.
  • The current purchase save path does not call a payment gateway or bank API.
  • Use bank statements, cash controls, supplier statements and the shop's accounts-payable process as settlement evidence.

Correct a Wrong Payment Mode or Note

  1. Preserve the supplier invoice and actual payment evidence.
  2. Find the purchase by purchase number and open its document preview.
  3. Compare the saved Payment details with bank, cash, cheque or supplier records.
  4. Open Edit when status and permissions allow it.
  5. Select the correct mode and replace the note with an accurate, non-sensitive reference.
  6. Recheck supplier, total, tax, quantities and status so unrelated values are not changed.
  7. Save once, reopen the purchase and export or print again when downstream records used the old value.
  8. Record the correction under the shop's approval policy when the accounting period is closed.

Troubleshooting and Controls

ProblemLikely reasonControlled response
Required method is missingIt has not been created in Payment Modes or current configuration is stale.Create/verify the label, then reopen the purchase form; do not misuse another label.
Cash appears even when not configuredCash is inserted as the built-in default by the receiving screen.Choose the real configured method before saving when the purchase was not cash.
Old purchase shows an unfamiliar methodSaved historical text is preserved even when the current method list changed.Interpret it from evidence; avoid renaming history merely to match today's labels.
Payment Note disappearedIt was left blank, cleared during edit or the save failed.Reopen the purchase and verify before relying on the note.
Supplier says invoice is unpaidPayment label was mistaken for settlement evidence.Check actual cash/bank records and supplier statement immediately.
Return shows original modeReturn document inherits purchase payment context.Record and execute the real refund through the approved financial process.
Cannot edit payment detailsStatus, permissions or closed-period policy blocks change.Retain correction evidence and use the approved accounting adjustment process.

Payment Reconciliation Checklist

  • Every active payment label has one clear meaning.
  • Purchase mode matches the approved payment arrangement.
  • Payment note is useful, concise and contains no secrets.
  • Purchase number, invoice total and external evidence agree.
  • Cash, bank, cheque or supplier-credit records independently prove settlement.
  • Corrections are reopened, verified and communicated to accounting.

Related Manual Pages

Settings Payment Method Setup Payment methods are the cashier-facing labels used at tender and in reports. Keep them short, distinct and tied to a real reconciliation source. Settings Payments Payment settings decide which labels cashiers can choose at checkout and whether one bill can be split across methods. 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 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 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 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 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.