Purchase

Create Suppliers and Record Purchases

Purchases bring stock into the shop. Supplier, item, quantity, cost, tax and invoice proof must be controlled before stock is trusted.

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

suppliers.html, purchaseOrders.html, receivings_write.html, receiving_add.js, receiving_view.js, receivingsReport.html

Supplier listSupplier records organize purchasing, contact lookup and supplier-based reports.
New supplierCreate supplier details before receiving stock from that business.
Purchases listUse status and expected-date filters to separate ordered, partial, received and cancelled purchases.
New PurchaseSupplier, item search, bill date, payment mode, tax, invoice proof and total are reviewed before Save.
Purchase documentOpen a saved purchase to inspect supplier, item lines, tax, total and later actions.

Create a Supplier

  1. Open Purchase -> Supplier List.
  2. Click New.
  3. Enter supplier name and contact details.
  4. Save the supplier.
  5. Open New Purchase and confirm the supplier appears in the supplier search.

Record a Purchase

  1. Open Purchase -> Purchases and click New Purchase.
  2. Choose the supplier before adding items.
  3. Use item search by name, SKU or barcode.
  4. Enter quantity and purchase cost for every item received or ordered.
  5. Set expected date when the purchase is not received yet.
  6. Choose purchase status such as Ordered, Partially received, Received or Cancelled.
  7. Enter bill date, payment mode, invoice total and payment note.
  8. Set Exclusive Tax or Input credit claimable only when the accountant has approved it.
  9. Attach invoice or payment proof when the shop requires it.
  10. Save, then inspect Inventory Logs and Purchase Reports.

Fill from Supplier

The purchase screen can fill from supplier items, including low-stock items. This is useful only when supplier-item relationships and reorder points are already clean.

  • Use all items when building a planned order from a regular supplier.
  • Use low-stock items when reorder points are trusted.
  • Review every quantity and cost before saving.
  • Do not let autofill replace physical receiving checks.

Purchase Controls

ControlWhy it mattersWhere to verify
SupplierConnects the purchase to reports and contact history.Supplier List and Purchase Report.
StatusSeparates ordered stock from received stock.Purchases list filters.
CostAffects margin and owner review.Item, purchase detail and reports.
Invoice proofKeeps external evidence with the receiving record.New Purchase attachment.
Tax/input creditNeeds accountant approval.Purchase entry and tax reports.

Related Manual Pages

Purchase Supplier Setup Supplier setup is the address book for purchasing. Clean names, phone numbers, addresses and tax identity make purchase orders, reports and supplier follow-up reliable. 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. Catalog Create Item Use the full Add Item form when the product must be searchable, scannable, stocked, reported and controlled correctly. Inventory Stock Control Stock control starts when items are created and continues through every sale, return, purchase, adjustment and low-stock review. 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.