Purchase

The Purchase module covers everything you buy from suppliers: raising the order, receiving the bill, recording day-to-day expenses, returning goods and paying what you owe.

It mirrors Sales exactly, with the direction reversed.

The buying cycle

1. Purchase Order — you tell the supplier what you want. Nothing has been received; nothing is owed.
2. Purchase — goods arrive and the supplier bills you. Stock goes up, and so does what you owe.
3. Supplier Payment — you pay, in full or in part.
4. Allocate Supplier Payment — the payment is matched to specific bills.

Debit notes sit outside that line, handling returns and overcharges, and expenses cover the costs that are not stock at all.

Purchases or expenses?

This is the distinction people get wrong most often.

The screens

Every purchase document uses the same listing and form pattern described in the Sales overview: Approved / Draft / Void tabs on the listing, and a form in four blocks — Supplier & Details, Line items, Note and Summary.

One useful addition on the purchase side: when you pick a supplier who already owes you money, the form shows an inline warning such as "Rs 20500.00 outstanding from previous invoices", so you know where you stand before adding another bill.

Where purchases appear in the books

Next

→ Purchase Order