Purchases Overview
Purchases are used to increase your stock levels by recording orders received from your suppliers.
When you create, modify, or delete a purchase, the system will:
Recalculate product stock levels
Recalculate the Average Cost
Update the Last Cost
You can view and manage purchases from the Purchases screen.
Purchases Table
The Purchases screen displays:
Date — purchase date
Invoice # — invoice or receipt number
Supplier — supplier who delivered the purchase
# Products — number of products in the purchase
Total Amount — total purchase amount
Sales Tax — total sales tax amount
Notes
Create a Purchase
To create a new purchase:
Go to the Purchases screen
Click Create Purchase
Before creating a purchase, make sure you already have:
Purchase data is entered in the Create Purchase screen.
Header Part
The header contains the general purchase information.
Supplier (Required)
Select the supplier from the list of existing suppliers.
If the supplier is not listed, you can add it directly using the Add link.
Date (Required)
Enter the purchase date.
Invoice # (Optional)
Enter the invoice or receipt number related to the purchase.
Total Amount (Calculated)
Total cost for all items plus tax.
This should match the total invoice amount.
Tax (Optional)
If item prices are tax-exclusive, enter the total sales tax amount here so the calculated Total Amount matches the invoice total.
The product Total Cost is not updated to include sales tax, so the product’s Average Cost is calculated without sales tax.
Notes (Optional)
Free-text notes about the purchase.
Attachment (Optional)
Upload a related document, such as an invoice or receipt.
Details Part
The Details section contains the products included in the purchase.
Add Product
Click Add Product to add an item to the purchase.
Enter the following data:
Product (Required)
Select a product from the list.
When selected, Units/Case is automatically populated from the product setup (Inventory -> Product) if available. You can change it manually if needed.
Cases Purchased (Optional)
Enter the number of cases purchased.
If Units/Case is entered, the system calculates:
# Units Purchased = Cases Purchased × Units/Case
You can skip this field and enter # Units Purchased directly.
Units/Case (Optional)
Number of units in one case.
This can be auto-filled from the product setup or entered manually.
Cost/Case (Optional)
Cost of one full case.
Used to calculate Unit Cost.
You can skip this field and enter Unit Cost directly.
# Units Purchased (Required)
Number of purchased single units.
This can be calculated automatically or entered manually.
Unit Cost (Required)
Cost per single unit.
This can be calculated as:
Unit Cost = Cost per Case ÷ Units per Case
You can also enter or modify it manually.
Last Unit Cost
Shows the product’s previous unit cost so you can compare it with the current price.
Total Cost (Calculated)
Calculated as:
Total Cost = # Units Purchased × Unit Cost
This field is not editable.
After adding a product, it appears in the purchase products grid. You can click the row to open and edit it again.
Delete Product
To remove a product from the purchase:
Open the product from the grid
Click Delete Product
Add Variety Pack
You can add a Variety Pack to a purchase instead of adding individual products one by one.
Before adding a Variety Pack to a purchase:
The Variety Pack must already be created
To add one:
Click Add Variety Pack
Select the Variety Pack
Enter the number of packs purchased
Enter the cost of a single pack
Click Save
Fields on the Add Variety Pack screen:
Variety Pack (Required)
Select a pack from the list of existing Variety Packs.
Number of Packs (Required)
Enter how many packs were purchased.
Single Pack Cost (Required)
Enter the cost of one pack.
When saved, the system adds the individual products from the pack to the purchase.
The cost is distributed evenly across all items in the pack:
Item Cost = Total Cost ÷ Total Number of Items
Example:
If one pack contains 40 items and the Single Pack Cost is 50, each item cost is:
50 ÷ 40 = 1.25
Save Purchase
When you save a purchase, the system will:
Recalculate product stock levels
Recalculate Average Cost
Update Last Cost
You can immediately see the updated :
Total In-Stock
In Warehouse
Average Cost
Last Cost
in the Inventory section.
The purchase is also registered in the product movement list on the Product History screen.
Export Purchase
You can export a purchase to Excel.
To export:
Open the purchase from the Purchases grid
Click Export Excel
The system generates an Excel report and prompts you to save it locally.
Here is an example purchase excel export:
Clone Purchase
You can save time by creating a new purchase from an existing one.
This is useful when you often buy the same products from the same supplier.
To clone a purchase:
Select an existing purchase in the Purchases table
Click Clone Purchase
The system opens the Create Purchase screen with data copied from the selected purchase.
Copied data includes:
Supplier
Tax
Notes
Product items, including quantities and prices
The following data is not copied and must be entered manually:
Date
Invoice number
Attachment, if needed
Review and modify the copied data as needed, then save the purchase.