Add Purchase Purchases

Form for recording a new purchase from a supplier: header details, line items with tax and discount, and purchase status.

The header section captures the supplier (required, with a quick-add-supplier button), reference number (auto-generated if left blank), purchase date, purchase status, business location, and payment terms. Purchase status defaults to Received automatically when the business has purchase-status tracking turned off; otherwise you choose from the configured statuses. You can also attach a supporting document and, for multi-currency businesses, set an exchange rate.

Products are added to the purchase entry table by scanning a barcode or typing into search_product, by clicking Import Products to bulk-load a product list, or by uploading an invoice image/PDF and using Extract from Invoice (OCR) to pre-fill rows. Each line takes a quantity, unit cost, discount, and tax, and the table keeps a running total quantity and subtotal before tax.

Below the product table you can apply an overall discount (fixed or percentage) and a purchase tax, add shipping details and up to four additional expense line items, and fill up to four custom fields. The Purchase Order multi-select lets you pull in one or more existing purchase orders so this purchase records their receipt — this automatically recalculates the linked purchase order's status and quantity remaining.

Saving requires the purchase.create permission and an active subscription; the Save button submits the form (submit_purchase_form) and shows the running purchase total, any advance balance, and payment due before you finish.

Step-by-step Workflow

1. Choose the supplierSelect an existing supplier or quick-add a new one from the form.
2. Set date, status, and locationEnter the purchase date, choose a purchase status, and pick the receiving business location.
3. Add productsSearch or scan products, or use Import Products / OCR invoice extraction, then enter quantity and unit cost per line.
4. Apply discount and taxSet an overall discount (fixed or percentage) and select a purchase tax if applicable.
5. Link purchase orders or requisitionsOptionally select existing purchase orders to mark their items as received through this purchase.
6. Add shipping and extra chargesRecord shipping details, additional expenses, and any custom fields needed for this purchase.
7. Save the purchaseSubmit the form to create the purchase, update stock at the location, and refresh any linked purchase order's status.