Purchases & Stock In

Overview

The Purchases module is your tool for recording stock purchases from suppliers. When you buy products to sell in your business, you use this system to record the purchase, update your stock levels automatically, and track what you owe suppliers.

Key Features:

Record cash purchases with instant payment
Track credit purchases (buy now, pay later)
Select suppliers for each purchase
Handle multiple measurement units
Automatic stock level increases
Generate purchase receipts and invoices
Track supplier balances

Time to Complete: 1-3 minutes per purchase

Accessing Purchases

From Dashboard

Click Sales & Purchases in main navigation
Sales & Purchases interface opens
Click Create Purchase Sheet button (blue button)
New sheet labeled "Purchases" opens

Understanding the Purchase Interface

Main Components

Product Entry Area

Item: Select product from stock list
Quantity: How many units buying
Unit: Measurement (CTN, DZN, PC)
Buying Price: Cost per unit
Expiry Date: For perishable items
Batch No: For tracking

Summary Section

Total Amount: Sum of all items
Discount: Optional from supplier
Amount Paid: What you're paying
Balance: What you still owe
Supplier: Who you're buying from

Step 1: Creating Purchase Sheet

Start New Purchase

Click Create Purchase Sheet button
New blue sheet opens (labeled "Purchases")
Create multiple sheets if needed
Switch between sheets using top buttons

Step 2: Selecting Supplier

Choose Your Supplier

Scroll to Supplier dropdown
Click and start typing supplier name
Select from list
If supplier doesn't exist, add via Suppliers menu first

Supplier Selection:

Required for credit purchases
Optional for cash purchases
Helps track who you buy from
Links to supplier balance tracking

Step 3: Adding Products

Select from List

Click in Item field
Start typing product name
Select from dropdown
Product details auto-fill

Enter Purchase Details

Quantity: Type how many units buying
Unit: Select measurement (CTN, DZN, PC, KG)
Buying Price: Enter cost per unit from supplier
Expiry Date (Optional): Click field, select date
Batch Number (Optional): Enter supplier's batch number

Example:

Buying Cooking Oil:

1 CTN (Carton) = 12 BOT (Bottles)
Price per carton: UGX 120,000
System calculates: UGX 10,000 per bottle
Stock increases by 12 bottles

Step 4: Review Purchase Details

Check Your Cart

Verify all products are correct
Check quantities match supplier invoice
Confirm buying prices
Review total amount

Make Adjustments

To Edit an Item:

Click on item row
Change quantity, unit, or price
Total updates automatically

To Remove an Item:

Click Delete icon next to item
Item removed
Total recalculates

To Apply Discount:

Enter discount amount in Discount field
Final total updates

Step 5: Select Payment Type

Cash Purchase

When: Pay supplier in full

Condition: Amount Paid = Total

Result: Receipt, no balance

Credit Purchase

When: Partial or no payment

Condition: Amount Paid < Total

Requires: Supplier selected

Result: Invoice, balance tracked

Step 6: Process Payment

Payment Methods

Cash

Direct cash payment

Enter full amount

Mobile Money

MTN, Airtel, etc.

Enter transaction reference

Bank Transfer

Bank payment

Enter transfer reference

Credit

Pay later

Balance tracked

Step 7: Complete the Purchase

Final Steps

Review all details
Click Save Purchase button
System processes transaction

What Happens When You Save:

Stock levels increase automatically
Receipt/Invoice number generated
Transaction recorded in purchase history
Supplier account updated (if credit)
Expiry dates tracked
Batch numbers recorded

Step 8: Printing Purchase Receipts

Manual Printing

After saving, click Print Receipt
Select printer
Receipt prints

Receipt Contents

Business details
Supplier name
Purchase date
Products with quantities and prices
Expiry dates and batch numbers
Total, paid, balance

Advanced Features

Batch Tracking

Why: Trace products from specific deliveries

Enter supplier's batch number
System stores batch info
View in stock reports

Expiry Date Management

For perishable products:

Enter expiry date when purchasing
System tracks expiration
Alerts before products expire
Prioritize selling items expiring soon

Working Date

Back-dated purchases:

Click Working Date field
Select actual purchase date
Purchase recorded with correct date

Common Issues & Solutions

Problem: Product Not Found

Solution:

Go to Products menu
Click Add Product
Enter product details, save
Return to purchase sheet

Problem: Can't Save Credit Purchase

Cause: Supplier not selected

Solution: Always select supplier for credit purchases

Problem: Wrong Stock Increase

Cause: Wrong measurement unit or quantity

Solution: Double-check units before saving, contact admin to void if needed

Tips for Faster Purchases

Prepare Before Entry: Have supplier invoice ready
Use Tab Key: Navigate between fields faster
Group Purchases: Enter all products at once
Verify Before Saving: Check totals match invoice
Keep Paper Invoices: For verification

Best Practices

Enter purchases immediately after receiving goods
Double-check quantities against supplier invoice
Record expiry dates for perishable items
Include batch numbers for traceability
Track credit purchases closely
Pay supplier balances on time

Stock In vs Sales Out

Understanding the Difference

Aspect	Purchases (Stock In)	Sales (Stock Out)
Direction	Stock increases ↑	Stock decreases ↓
Person	Supplier	Customer
Price	Buying price (cost)	Selling price
Button	Blue	Green
Payment	You pay supplier	Customer pays you

You're Ready to Record Purchases!

You now know how to:

Create purchase sheets
Select suppliers correctly
Add products with measurements
Handle cash and credit purchases
Track expiry dates and batches
Manage supplier balances