Purchases and Suppliers

Purchases bring stock into your store. In CloudPOS a purchase order (PO) lists what you bought from a supplier, at what price. When you receive the PO, the stock is added to the store and the supplier's account is updated.

Menu items:

Seeded roles with purchase access: sales_executive, restaurant_sales and purchase_manager. Without menu.purchase.orders.access a user never sees purchase prices anywhere in the app (product list, stock list, product forms).

Purchase Orders

Purchase Order list

Open Purchase → Purchase Orders. The title is Purchase Order ("View and manage purchase orders").

• Filters ("Filter by supplier, store and purchase date."): Supplier, Store, From Date, To Date. Reset clears them.
• Columns: SL, Purchase Date, Store, Supplier, Total Price, Received Items (for example 3 / 5) and Action.
• Row actions: View order and Receive items.
• The footer shows Total price on this page.
• Header buttons: Create Purchase Order (New on phones) and Export.

Create a purchase order

1. Tap Create Purchase Order. The Create New Purchase Order page opens.
2. Fill the header:
   • Purchase Date (yyyy-mm-dd).
   • Voucher Number. Leave it empty to let the server number it.
   • Store. Defaults to your active store.
   • Supplier. Pick one, or tap + to add a new supplier.
   • Invoice Reference: the supplier's own bill number.
3. Add product lines. Scan or type a Barcode, or pick the product with Select product. Choose the variant (Select Variant) if the product has variants.
4. For each line enter the QTY and Purchase Rate. Tap the expand arrow for price details:
   • Retail Price, MRP, Wholesale Price and Minimum Units for Wholesale.
   • Select Purchase Unit (for example buy in CASE, stock in PCS) and the purchase quantity (P. Qty).
   • Rack, Expiry Date and Manufacturing Date.
   • Purchase price includes tax: on when the supplier's rate already contains tax.
   • Selling prices include tax: on when the retail price and MRP contain tax (the normal case in CloudPOS).
   • Optional Sale-unit price overrides for pack units.
5. The line goes into Items Added with Product, Purchase Price, QTY, Total and Actions (edit, delete).
6. Enter an Overall Discount if the supplier gave one. The summary shows Gross Total, Overall Discount and Net Payable.
7. Choose Select Payment Method and the amount paid now. The summary shows Amount to Pay, Amount to Receive or No Balance.
8. Tick Receive on the lines if the goods have arrived now. On a new order it is all lines or none ("Mark all items as received, or none.").
9. Tap Finish. You see Purchase order created.

*Create New Purchase Order: purchase date, voucher number, store, supplier (+ add), invoice reference, product lines by barcode or product picker with quantity and expandable price details, then payment method*

Checks before saving:

• A supplier and a store are required.
• At least one item.
• Quantity above 0; purchase rate not negative.
• Expiry date not before the purchase date; manufacturing date not after the expiry date.
• Overall discount not negative and not above the gross total.
• Payment not negative and not above the net payable.

If an exclusive purchase tax applies, the summary shows Additional purchase tax on top of the rate.

Receive a purchase order

Goods often arrive later, or in parts.

1. In the list, tap Receive items on the order. The Receive Purchase Order page opens.
2. Already received lines are locked (Already received item).
3. Tick Receive on the pending lines that arrived. Fill any missing retail price, MRP or wholesale price. The server needs them for lines that did not save them earlier.
4. Check Items to Receive - Preview and the Preview Total.
5. Add a payment if you pay now.
6. Tap Receive Items. You see Purchase order received.

Order status follows the lines: Pending (nothing received), Partially Received, Fully Received. A line that is already received cannot be received again. If someone else received it first you see "These items were already received. The order has been refreshed."

Purchase details

View order opens the details: Voucher Information (Purchase Voucher #, supplier, store, date, Status) and Purchase Items with PRODUCT, CATEGORY, QUANTITY, UNIT PRICE, TOTAL, BATCH NO., EXPIRY DATE and STATUS.

Purchase Returns

Use a purchase return to send goods back to the supplier.

1. Open Purchase → Purchase Returns (Purchase Returns, "View and manage purchase returns").
2. Tap Create Purchase Return.
3. Select Purchase Voucher: pick the purchase order you are returning from.
4. The Returnable Items list shows Purchased, Returned and Returnable for each line.
5. Tap Return on a line, enter the Return Quantity (not above the returnable quantity) and an optional Reason, then Add to Return.
6. Check the Return Summary: Total Return Quantity and Total Return Amount.
7. Under Payment Details, turn on Has Payment if the supplier refunds you now. Choose the Payment Method and Return Amount (up to the Maximum returnable amount).
8. Tap Create Purchase Return. You see "Purchase return created successfully."

The list shows Reference, Voucher Number, Supplier, Return Date, Total Amount, Paid Amount, Status (Completed or Pending) and Created By. Filter by supplier and return date (From Date, To Date).

The returned quantity leaves your stock. Without Has Payment no refund payment is recorded with the return.

Suppliers

Open Suppliers → Suppliers.

*Suppliers: search by name, email or phone, filter by balance; Add New Supplier; sub-menus Supplier Transactions and Supplier Voucher*

• Search by Search by name, Search by email, Search by phone. Results update as you type.
• Select Balance: All, Positive (+ve), Negative (-ve), Zero (0).
• Columns: No, Name, Email, Phone, Address, Balance, Action.
• Export shares the list as Excel.

Add a supplier

Tap Add New Supplier ("Enter supplier details to add them to your system"):

Tap Create Supplier, or Create & Another to keep the form open.

Supplier profile

Tap a supplier to open Supplier Profile with tabs Information, Edit Details, Transactions, All Orders and Address. Information shows Contact Information, Account Information (Current Balance, Payment Type, Balance Status, Product Categories) and KYC Information.

Supplier Transactions

Open Suppliers → Supplier Transactions or Party Accounts → Supplier Transactions ("Manage supplier payments and transaction history.").

• Filters: Search (name, reference), Supplier, Trans. Type, Type, Status, dates.
• Columns: SI No, Date, supplier, Transaction Type, Payment Mode, Amount, Reference, Action (View).
• View opens Transaction Details with Supplier Name, Date, Transaction Type, Payment Mode, Amount, Tax Amount, Reference and Comment.

Every received purchase, purchase payment, purchase return and supplier voucher makes a line here.

Supplier Vouchers

A supplier voucher records money or a credit with a supplier outside a purchase order, for example a discount the supplier gives you.

1. Open Suppliers → Supplier Voucher and tap Create Supplier Voucher.
2. Choose the Supplier* and the Type: Order, Discount or Other.
3. Set the Voucher date, status and Payment method.
4. Add Voucher items: Item name*, Unit amount*, Tax %, Quantity.
5. Check Net Total, Total Tax and Total Payable, then Submit.

The Supplier Voucher List shows Voucher Number, Supplier Name, Type, Voucher Date, Due Date, Payment Method, Paid Amount, Status and Action (View, Share). Filter by voucher number, supplier, type, status and dates. Supplier voucher numbers use the SUPPLIER_VOUCHER_PREFIX (default SVCH).

How it works

• Statuses on lines. Each purchase line is N (pending) or Y (received). The order's received count is the number of Y lines.
• Stock in base units. When you buy in a purchase unit (for example 2 CASE of 24), the server adds 48 base units.
• Prices per batch. Each received line creates a stock batch with its own retail price, MRP, wholesale price, tax rate, rack and expiry. Billing picks batches using the stock grouping setting.
• Payments. Payment methods come from the PAYMENT_METHOD master data. Paid amounts are sent per method.
• Safe retries. The server locks the voucher while receiving, so pressing Receive Items again after a timeout cannot double the stock.
• Supplier accounts. Purchases increase what you owe (To Pay). Payments, returns and discount vouchers reduce it.

Related

• Products and stock
• Transactions and accounts
• Reports
• Navigation and roles
• API: Suppliers and purchases
• API: Stock
• API: Transactions, invoices and receipts