Mart step 7: buy stock from suppliers

A mart restocks every day. Recording purchases keeps your stock levels and profit right, tells you what you owe each supplier, and lets you print labels for new stock straight away.

Before you start

• Suppliers are added in Contacts › Suppliers (name, phone, Pay term such as 30 days).
• Decide where deliveries arrive: each shop, or a central warehouse (step 1).

Record a purchase

1. Open Purchases › Add Purchase.
2. Pick the Supplier, the Business Location receiving the goods and the Purchase Date. Add the supplier’s bill number in Reference No and attach a photo of the bill under Attach Document if you like.
3. Set Purchase Status to Received when the goods are on your shelves (stock is added only then), or Ordered / Pending if they’re still coming.
4. Scan or search each product. Enter Purchase Quantity (choose a carton unit if you buy by the carton) and Unit Cost. Fill Lot Number and MFG Date / EXP Date for dated goods.
5. Add the payment made now at the bottom, or leave it for later.
6. Click Save.

/purchases/create

Lot Number and MFG / EXP Date columns appear when lot numbers and expiry are switched on.

Bulk deliveries

Use Import Products on the purchase form to load a supplier’s file of items and quantities instead of scanning each one.

Track and pay purchases

Purchases › List Purchases shows every purchase with its Purchase Status, Payment Status and Payment due. Use the Actions menu to view, edit, add a payment, print labels or return items.

/purchases

All purchases with their receiving and payment status.

• Pay a supplier: Add payment on a purchase, or pay several at once from the supplier’s page. See Supplier payments and credit.
• Order ahead: create a Purchase Order, then turn it into a purchase when the goods arrive. See Purchase orders.
• Return goods: Purchases › List Purchase Return.

Good practice

• Receive into the warehouse, then transfer to shops, so each shop’s stock is exact.
• Check the Product Stock Alert list on the dashboard before ordering.
• Print shelf labels for new items right after saving the purchase.

Step 8: Stock transfers, low stock and counts

Purchases (full guide)