Take goods back, and swap them
A sale return refunds and restocks. An exchange does both halves on one document. Here is which to reach for.
6 min read
Buying and suppliers
Record stock arriving from a supplier
The purchase form, and the one column that decides whether your stock actually goes up.
6 min readUpdated
- Purchase, then Add purchase.
- Set the Date, choose a Warehouse, which is required, and a Supplier.
- Choose the Purchase Status.
- Search products into the Order Table with Select Product.
- Set the Quantity and the Recieved figure on each line.
- Add Order Tax, Discount and Shipping Cost if they apply.
- Fill in the payment block if you are paying now, then press Submit.
The screen says it in one sentence, and it is the sentence to remember. Recieved is what moves your stock, not Quantity. On a Partial purchase you type it per line. On Recieved it matches the quantity, and on Pending or Ordered it stays at zero until the goods turn up.
The four statuses are Recieved, Partial, Pending and Ordered. That spelling is the application's own and it is what you will see on screen.
So a purchase can be saved, appear in the list with a grand total, and have moved no stock at all. If your quantities have not gone up, check the Recieved column before anything else.
A product with batch tracking on asks for a Batch No and an Expired Date on its line, and both are required together. A product with serial tracking asks for IMEI or Serial Numbers, separated with a comma, and the count has to match the quantity.
Profit Margin and Product Price on a line are recorded on that line. They do not change the product's own cost or price.
Purchase, then Import purchases builds one purchase from a spreadsheet of lines. Download Sample File, fill it in, and upload it.
The columns are read by position and the first row is skipped as a header. The order is product code, quantity, unit code, unit cost, discount, tax name, then IMEI or serial numbers.
Every product code, unit code and tax name has to already exist. Nothing is created for you, and one bad row stops the whole import. An imported purchase is always recorded as Due with nothing paid, so add the payment afterwards from the purchase list.
A purchase cannot be deleted if one of its products has been sold since it arrived, and the screen tells you so. There is also no way to put a purchase back once deleted: deleting one already took its stock off the shelf and nothing reapplies it.
If you need to correct a purchase that has been partly sold, record a purchase return or an adjustment rather than deleting it.
Read next
Add a product
Every field on the product form, which eight are required, and what Initial Stock actually does.
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Record expenses and other income
Rent, fuel and wages on one side, money that did not come from a sale on the other, both filed against a category and an account.
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