Step 11: Create Purchases

📌 Where to Find

Navigate to /app/purchases in your browser and click "Create" to open the purchase form at /app/purchases/create.

📚 What Are Purchases?

A purchase records the products you buy from a supplier. When a purchase is marked as Received, the product quantities are added to your warehouse stock. This is the primary way to build your inventory.

Why Purchases Before Sales?

You need stock in your warehouse before you can sell anything. Purchases add stock; sales reduce it. So always create purchases first to fill your inventory.

Prerequisites

Before creating purchases, make sure you have:

Products (Step 6) — at least one product
Warehouses (Step 8) — at least one warehouse
Suppliers (Step 9) — at least one supplier

📝 Purchase Header Fields

These are the top-level fields you fill in when creating a purchase:

Field	Type	Required	Description
Date	Date Picker	Required	The date of the purchase. Defaults to today.
Warehouse	Dropdown	Required	Select which warehouse will receive the purchased stock.
Supplier	Dropdown	Required	Select the supplier you are purchasing from.

🔎 Adding Products to the Purchase

After selecting a warehouse, use the Product Search bar to find and add products. You can search by product name or code.

Each product added to the purchase order table has these columns:

Column	Description
Product	Name and details of the product.
Net Unit Cost	The cost price per unit. You can edit this for each purchase.
Stock	Current stock in the selected warehouse (read-only).
Qty	How many units you are purchasing. Adjust using the +/− buttons or type directly.
Discount	Per-item discount amount.
Tax	Per-item tax amount (auto-calculated from product tax settings).
Sub Total	Line total = (cost × qty) − discount + tax.
Action	Remove button to delete the product from this purchase.

💰 Order Summary Fields

Below the product table, you'll see a calculation summary and these additional fields:

Field	Type	Required	Description
Order Tax (%)	Decimal (0–100)	Optional	Overall tax percentage applied to the entire purchase order.
Discount	Decimal	Optional	Overall discount amount on the purchase.
Shipping	Decimal	Optional	Shipping/freight charges for this purchase.
Status	Dropdown	Required	Received — stock is added to warehouse immediately. Pending — purchase recorded but stock not yet added. Ordered — order placed with supplier, not yet received.
Payment Status	Dropdown	Required	Paid — full payment made. Unpaid — no payment yet (default). Partial — part payment made.
Payment Type	Dropdown	Conditional	Required when payment status is Paid or Partial. Select the payment method (Cash, Card, Bank Transfer, etc.).
Amount	Decimal	Conditional	Required when payment status is Partial. Enter the amount being paid now. Must not exceed the grand total.
Notes	Text Area	Optional	Any additional notes about this purchase (e.g., invoice reference).

🎯 Step-by-Step Instructions

Go to Purchases from the sidebar menu and click "Create".
Select the Date (defaults to today).
Select the Warehouse where stock will be stored.
Select the Supplier you are buying from.
Search for a product using the search bar and click it to add it to the order.
Adjust the Quantity for each product (e.g., 50 pieces).
Optionally adjust the Net Unit Cost if the price differs from default.
Repeat steps 5–7 for all products in this purchase.
Optionally add Order Tax, Discount, or Shipping.
Set Status to "Received" if you already have the goods in hand.
Set Payment Status (e.g., "Paid" or "Unpaid").
If paid or partially paid, select a Payment Type.
Add any Notes if needed.
Click "Save".

Tips

Set the status to "Received" to immediately add stock to your warehouse. Pending/Ordered purchases do not affect stock.
You can view and edit purchases later from the purchases list.
The system auto-calculates the Grand Total based on product costs, quantities, tax, discount, and shipping.
Create separate purchases for different suppliers to keep your records organized.

Checkpoint

You've recorded your first purchase and your warehouse now has stock! Next, let's create your first sale.

← Step 10: Customers Step 12: Create Sales →