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TradeBroken

Recording a purchase

Receive stock from a supplier, record what it cost and what you paid, and send goods back.

A purchase records stock arriving from a supplier: what you bought, what it cost, and whether you've paid. This is how stock comes in after you've started, and it keeps your books right: your cost, your supplier balance and your stock value all update together.

Record a purchase#

Go to Purchases → New purchase. Anyone on the team can record one.

  1. Branch: the branch receiving the goods. One purchase is for one branch.
  2. Supplier, and their own invoice number if they gave you one (handy for matching later). A supplier is needed unless you pay in full.
  3. Add each item: the product, the shelf it's going to, the quantity and the unit cost.
  4. Payment: what you paid now, by cash, MoMo, card or bank. Less than the total means you owe the supplier the rest.
  5. Save it. It gets a number like P-MAIN-000004.

Stock is added to the shelves you picked, at the cost you entered. Your average cost for each product is worked out from everything you've bought, and that's what your profit uses.

Owing a supplier#

If you didn't pay in full, the rest shows under Debtors & creditors → Whom you owe. Pay it later from Payments. See Customers and suppliers paying.

Sending goods back#

Open the purchase and choose to return goods to the supplier. Say how many, and what the supplier credits you (it starts at what the goods cost you).

  • The goods leave your stock at the branch's average cost, so they must still be on that shelf.
  • You owe the supplier less. If you'd already paid more than you now owe, the supplier refunds the difference.
  • If the credit differs from what the goods were worth in your books, the difference is recorded as a stock gain or loss.
  • Returns are final.

Cancelling a purchase#

You can void a purchase only while its stock is untouched. Once any of it has been sold, moved, counted down or returned, use a return instead.

Who sees purchases#

Purchases show what you paid for stock, so only the owner and branch managers can see them. Staff can record a purchase as it arrives but can't browse them or see costs.