Manual/ Purchases

Purchases

Record what you buy from your suppliers — stock, materials or supplies. A purchase brings the goods into stock at the right cost and, if you didn't pay in full, records the balance as money you owe.

On this page

  1. What purchases do
  2. Record a purchase
  3. Paying: cash or credit
  4. Purchases history

What purchases do

A purchase does three things at once: it stocks goods in, it updates the item's cost price (so your profit reports are accurate), and it records how you paid. It's the counterpart to a sale — money and goods going out becomes money and goods coming in.

Don't see Record Purchase? Purchases is a feature you switch on. Open Settings & Management → Business Profile, switch on Purchases & Suppliers module, and tap Save Changes. Record Purchase and Purchases History then show under Money Out, and Suppliers under Contacts.

Record a purchase

  1. When goods arrive from a supplier, open Money Out → Record Purchase.
  2. Choose the supplier. New supplier? Tap + next to the list to add them (see Suppliers).
  3. Pick the branch the goods arrived at, and add the Supplier Invoice # if you have one.
  4. Add each item: the product, the quantity (Qty) and what you paid for one (Unit Cost). Not in your list yet? Tap +new to create it.
  5. Tap Add item for the next one.
  6. Under Payment, say how you paid and how much (see below).
  7. Tap Submit purchase. Your stock goes up straight away. Not ready yet? Tap Save as draft and finish it later.
Cost price follows your latest purchase When you submit a purchase, each item's cost price changes to the unit cost you just paid. If you also type a Sell Price on the line, the selling price updates too.

Paying: cash or credit

  • Paid in full (Cash, Mobile Money, Bank): choose the method and type the full amount in Amount Paid to Supplier. Nothing is left owing.
  • Part-paid: type what you paid now. The rest is recorded as money you owe that supplier.
  • Paid nothing yet: choose Credit (pay later). The whole amount shows as money you owe the supplier, under Who Owes / I Owe → Creditors (I owe).

Purchases history

Open Money Out → Purchases History to see every purchase, with what you paid and what is still outstanding. Search, or filter by supplier. Expand a purchase to:

  • See the items received and the payment breakdown.
  • Tap Record payment when you pay off what you owe.
  • Tap Mark delivered once all the goods are in.
  • Tap Edit to fix a mistake, or Open full purchase to attach receipts.

Buying raw materials to make things? Materials purchases live in the Production → Materials & Stock area and behave the same way.

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