Suppliers and purchases

Purchases is where you record the stock you buy: who you buy from, what you ordered, what arrived and what you still owe. When stock arrives, your inventory goes up by itself.

#Add a supplier

1. Open Purchases in the menu, then the Suppliers tab.
2. Tap Add supplier.
3. Enter the Name. You can also add a Contact person, Phone, Email, Tax number, Address and a Note.
4. Tap Save.

The Suppliers tab shows, for each supplier, how much you Bought, how much you Paid and how much You owe.

#Make a purchase

1. On the Purchases tab, tap New purchase.
2. Choose the Supplier and the shop under Deliver to.
3. Search for each item you are buying. For each one, enter the Quantity, the Unit cost and, if needed, the Tax %.
4. For items tracked by batch, enter the Batch no. and Expiry.
5. Optional: add the Supplier invoice no., a Shipping cost and a Note. The Total updates as you type.
6. Choose how to save:
   • Save and receive stock now: the goods are already here, so the stock goes up now.
   • Save as ordered: you ordered, but the goods have not arrived yet.
   • Save draft: you are still deciding.

#Receive stock, all at once or in parts

When the goods arrive for an ordered purchase:

1. Open the purchase from the Purchases list.
2. Tap Receive stock.
3. Enter what actually Arrived for each item. If the supplier sent less, enter only what came.
4. Tap Receive into stock.

If only part of the order came, the purchase shows Part received. Tap Receive stock again when the rest arrives. When everything is in, it shows Received. On the purchase page you can see Ordered and Received for each item.

A purchase with nothing received and nothing paid can be cancelled with Cancel.

#Pay a supplier

You can pay for one purchase, or pay the supplier on account.

For one purchase:

1. Open the purchase and tap Pay supplier.
2. Choose the Method (cash, card, mobile pay, bank transfer…), enter the Amount and, if you like, a Reference.
3. Tap Save payment.

The purchase shows Unpaid, Part paid or Paid, with the Paid and Due amounts.

On account:

1. Open the supplier from the Suppliers tab.
2. Tap Record payment and fill in the payment.

#What you owe

• The supplier's page shows Bought (received), Paid and You owe, with their purchases and payments.
• The Payments tab lists every payment you made to suppliers. Search by supplier, purchase number or reference, and filter by method or dates.
• Khata → Baki → Suppliers shows every supplier you still owe money to. See Baki and reminders.
• Reports → Purchases shows totals bought, paid and still owed for any dates. See Reports and profit.

Supplier payments also appear in your cash book as money out. See Digital khata.

#Return goods to a supplier

If your business tracks expiry dates, you can send expired or near-expiry stock back to its supplier from Inventory → Batches & expiry. The value at cost comes off what you owe that supplier, and the supplier's page shows it as Returned to them. See Batches and expiry.