# Purchases — Buying Stock for Your Business Purchases track everything you buy from your suppliers. When you record a purchase in ActuaryPOS Hybrid Solution, your stock goes up and your supplier balance updates automatically. --- ## What You'll Learn - How to add a new purchase - How to manage purchase orders and requisitions - How to receive stock from a supplier - How to record purchase returns - How to pay your suppliers --- ## How to Add a New Purchase 1. Go to **Purchases → Add Purchase** from the left sidebar. 2. Fill in the details: ### Purchase Details - **Supplier** — Select the supplier you're buying from (or add a new one) - **Reference Number** — Auto-generated, or enter your own (e.g., supplier invoice number) - **Purchase Date** — When the purchase was made - **Purchase Status** — Choose one: - **Received** — The products have arrived and are in stock - **Pending** — You've ordered but haven't received yet - **Ordered** — Placed with the supplier, awaiting delivery - **Business Location** — Where the stock will be stored ### Add Products 3. In the **Search Products** bar, type the product name or scan a barcode. 4. The product will appear in the table below. Fill in: - **Quantity** — How many you're buying - **Purchase Price** — The price per unit from the supplier - **Discount** — Any discount offered by the supplier - **Tax** — Tax rate for this item 5. Repeat for all products in this purchase. ### Payment 6. Scroll down to the **Add Payment** section: - **Amount** — Enter the payment amount (can be partial) - **Payment Method** — Cash, Card, Bank Transfer, Cheque, etc. - **Payment Note** — Any reference information 7. Click **Save** to record the purchase. 📸 *[Screenshot: The Add Purchase form with supplier, products, and payment sections visible]* > 💡 **Tip:** If you're recording a purchase you haven't paid for yet, you can leave the payment section empty. The amount will show as "Due" on the supplier's account. --- ## How to View and Edit Purchases 1. Go to **Purchases → List Purchases**. 2. You'll see all your purchases with details like: - Date, reference number, supplier name, status, and payment status 3. Click the **Actions** button next to any purchase to: - **View** — See the full purchase details - **Edit** — Modify the purchase - **Delete** — Remove the purchase (only if no payments recorded) - **Add Payment** — Record a payment for this purchase - **View Payments** — See payment history 📸 *[Screenshot: The purchase list with Actions menu expanded]* --- ## Purchase Orders Purchase orders let you send formal orders to suppliers before the goods arrive. ### How to Create a Purchase Order 1. Go to **Purchases → Purchase Orders**. 2. Click **Add** at the top right. 3. Fill in the supplier, products, and quantities. 4. Set the **Delivery Date** — when you expect to receive the goods. 5. Click **Save**. ### How to Convert a Purchase Order to a Purchase When the goods arrive: 1. Go to **Purchases → Purchase Orders**. 2. Find the purchase order. 3. Click **Actions → Create Purchase**. 4. The purchase form will open with all the details pre-filled. 5. Update quantities if needed (in case of partial delivery). 6. Click **Save** to record the actual purchase. 📸 *[Screenshot: A purchase order with the Actions → Create Purchase option]* --- ## Purchase Requisitions Purchase requisitions are internal requests for stock — useful when a team member needs to ask for approval before buying. 1. Go to **Purchases → Purchase Requisitions**. 2. Click **Add** to create a new requisition. 3. List the products and quantities needed. 4. When approved, the requisition can be converted to a purchase order. 📸 *[Screenshot: The purchase requisition form]* --- ## Purchase Returns If products from a supplier are damaged, wrong, or defective, you can return them: 1. Go to **Purchases → List Purchase Returns** (or find the purchase and go to **Actions → Return**). 2. Click **Add** to create a new return. 3. Select the original **Purchase** to return against. 4. Enter the quantities being returned for each product. 5. Choose the return reason. 6. Click **Save**. The stock will be reduced and the supplier's balance will be adjusted automatically. 📸 *[Screenshot: The purchase return form showing products being returned]* --- ## Settings & Options | Setting | What It Does | Where to Find It | |---|---|---| | **Purchase Prefix** | Sets a prefix for purchase reference numbers (e.g., "PO") | **Settings → Business Settings → Prefixes** | | **Purchase Order Prefix** | Sets a prefix for purchase orders | **Settings → Business Settings → Prefixes** | | **Purchase Requisition Prefix** | Sets a prefix for requisitions | **Settings → Business Settings → Prefixes** | | **Allow Currency Change** | Let users make purchases in a different currency | **Settings → Business Settings → Purchases** | | **Default Purchase Tax** | The tax rate applied to new purchases by default | **Settings → Business Settings → Tax** | --- ## Common Questions **Q: What's the difference between a purchase and a purchase order?** A: A **purchase order** is a request to a supplier. A **purchase** is when you actually receive and record the goods. You can create a purchase order first, then convert it to a purchase when the goods arrive. **Q: Can I add a purchase for a product I haven't created yet?** A: No. You need to create the product first. However, some products can be quickly created from the purchase form. **Q: Can I record a partial payment?** A: Yes! Pay any amount in the payment section. The remaining balance will show as "Due" on the supplier's account. --- ## Tips & Best Practices - 📌 Always use **purchase orders** for large orders — it creates a paper trail - 📌 Check quantities carefully when receiving goods — update the purchase status to "Received" only after verification - 📌 Record **purchase returns** promptly to keep your stock accurate - 📌 Review your **Purchase Payment Report** monthly to track supplier balances