# Tech store step 4: buy stock from suppliers

> Record opening stock, purchases from phone and laptop distributors, lot numbers per shipment, supplier credit and purchase orders in a tech store.

Source: https://docs.smartposhub.com/business-types/tech-store/step-4-buy-stock-from-suppliers/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

Before you sell, SmartPOS Hub needs to know how many phones, laptops and accessories you have in each branch and what they cost you. You do that once with **opening stock**, and from then on with a **purchase** for every delivery from a distributor.

## Before you start

- Products and variants exist ([steps 2](https://docs.smartposhub.com/business-types/tech-store/step-2-import-phones-and-laptops/) and [3](https://docs.smartposhub.com/business-types/tech-store/step-3-variants-warranties-and-imei/)).
- Your distributors are added as suppliers in **Contacts › Suppliers** (or add them from the purchase screen with the **+** button).

## Enter opening stock once

- **A few products:** edit the product, open **Stock**, and type how many you have at each location and the **Stock date**.
- **Many products:** use **Products › Import Opening Stock**: download the template, fill in SKU, location, quantity and unit cost, and upload it.

## Record a delivery from a distributor

1. Open **Purchases › Add Purchase**.
2. Choose the **Supplier**, enter the distributor's invoice number in **Reference No** and the **Purchase Date**.
3. Set **Purchase Status** to **Received** (stock is added now). Use **Ordered** or **Pending** if the goods have not arrived.
4. Choose the **Business Location** that receives the stock.
5. Optional: set a **Pay term** (for example 30 days) if you pay later.
6. In **Products**, scan barcodes or search by name. For a variable phone, pick the exact variant (storage and colour). Enter **Purchase Quantity** and **Unit Cost**.
7. Check **Unit Selling Price** per line and change it if needed.
8. In **Add payment**, enter what you pay now: the full amount, a part, or 0.
9. Click **Save**.

![Add Purchase form with supplier, reference number, purchase date, purchase status, business location, pay term and a products table](https://docs.smartposhub.com/_astro/purchase-add.CeEX_G6d.png) (web app page: `/purchases/create`)
*Purchases › Add Purchase. Status Received adds the stock to the chosen location.*

## Lot numbers per shipment (optional)

Phones do not expire, but a lot number is still handy to trace a batch back to a distributor shipment.

1. In **Settings › Business Settings › Purchases**, tick **Enable Lot number**.
2. On each purchase line, type the lot number (for example the shipment or batch number).

**Note:** 
There is no per-unit IMEI register on purchases. Record each phone's IMEI on the sale line ([step 5](https://docs.smartposhub.com/business-types/tech-store/step-5-sell-phones-and-accessories/)). Keep the distributor's IMEI list as an attachment with **Attach Document** on the purchase if you need it later.

## Pay the distributor later

- The purchase shows **Due** or **Partial** in **Purchases › List Purchases**. Use **Actions › Add payment** when you pay.
- To pay several purchases at once, open the supplier in **Contacts › Suppliers** and use **Pay Due Amount**.

## Tips and mistakes to avoid

- Receive stock into the branch where it physically arrives. Move it later with a [stock transfer](https://docs.smartposhub.com/inventory/stock-transfers/).
- Do not use **Stock Adjustment** to add new stock. Adjustments are for damaged, lost or counted stock; they do not record the cost from a supplier.
- Use **Purchases › Purchase Order** for big pre-orders (new phone launches) and convert them when the goods arrive.

Next: [step 5: sell phones and accessories](https://docs.smartposhub.com/business-types/tech-store/step-5-sell-phones-and-accessories/).

  - [Purchases](https://docs.smartposhub.com/inventory/purchases/)
  - [Supplier payments and credit](https://docs.smartposhub.com/inventory/supplier-payments-and-credit/)
  - [Opening stock](https://docs.smartposhub.com/catalog/opening-stock/)

## Frequently asked questions

### How do I enter the phones I already have on the shelf?

Use opening stock. Enter quantities per location on the product form, or upload them all at once with Products › Import Opening Stock.

### Can I record IMEIs when I buy phones?

Not per unit. Purchases record quantity and cost per product or variant. You can tick Enable Lot number in Settings › Business Settings › Purchases and give each purchase line a lot number, for example the distributor's shipment number. The IMEI of each phone is recorded when you sell it.

### Can I buy on credit from my distributor?

Yes. Set a pay term on the purchase and pay part or nothing now. The purchase stays due and you add payments later from Purchases › List Purchases.

### What is the difference between a purchase order and a purchase?

A purchase order is what you asked the supplier for; it does not change stock. A purchase with status Received adds the stock. You can link a purchase to a purchase order.

### Does the purchase update my selling price?

The purchase screen shows the unit selling price per line, and you can change it there. Purchase cost is used for profit reports.