Purchase

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The Purchase menu is where you record the stock you buy from your suppliers (we call them vendors), keep track of what you still owe them, and send them purchase orders.

How to open it: Inventory › Purchase

Menu item	What it's for
Vendors › Vendors List	Your suppliers' details
Vendors › Vendors Pending Amount	How much you owe each supplier
Direct Purchase	Record stock you've bought
Bulk Purchase Import	Record a big purchase from an Excel file
Purchase Orders	Order stock from a supplier before it arrives
Purchase Pending Payment	Pay suppliers, fully or in parts

The usual flow: add your vendor → (optionally) send a purchase order → record the purchase when the goods arrive → pay the vendor.

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Vendors List

📺 Watch: Vendors

All your suppliers in one place, with their Company Name, Contact Person, Phone Number, Email Id, Address, City, and tax details like GSTIN and PAN.

• Click New to add a vendor.
• Click on any value to change it, then Save changes.
• Untick Is Active for suppliers you no longer buy from.

💡 Add the vendor's GSTIN and state — Invoay uses them to work out whether CGST + SGST or IGST applies. Add their email if you want to email purchase orders to them.

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Vendors Pending Amount

A list of vendors you still owe money to, with their contact details, the Total Pending Amount and the Number Of Direct Purchases that aren't fully paid.

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Direct Purchase

📺 Watch: Direct Purchase

Use this whenever stock arrives, to add it to your inventory and keep a record of the vendor's bill.

When you open Direct Purchase you'll first see your drafts — purchases you started but haven't finished. Click Edit to continue one, or Create Direct Purchase to start a new one.

Recording a purchase

1. Purchase Details

Field	What to enter
Vendor	Who you bought from. Not in the list? Click New to add them without leaving the page
Store	The store receiving the stock
Invoice Number	Exactly as printed on the vendor's bill
Purchase Date	The date on the vendor's bill
Tax Type	Including GST if the vendor's prices already include GST, or Excluding GST if GST is added on top

2. Item Particulars

Click Add Item Row for each item — or use the Barcode Scanner box: click it, scan the product, and the item is added for you.

Column	What to enter
Item	The product
Rate	Price per piece
Quantity	How many you received
Free Qty	Any free pieces the vendor gave you
Cash Disc. / % Disc.	Discount on that line (percentage up to 100)
CGST % / SGST % / IGST %	Filled in for you from the item's settings
Taxable Amt, Total GST, Row Total	Worked out for you
Update Stock	Leave ticked to add these pieces to your inventory

At the bottom you'll see the Sub Total, Total Qty, Discount, Total GST and Grand Total.

3. Notes and Attachments

Add any notes, and attach a photo or PDF of the vendor's bill (PDF, JPG, JPEG or PNG, up to 2 MB each) so it's always easy to find.

4. Save

Button	What it does
Save Draft	Saves your work without finishing, so you can come back later. Stock is not added yet
Save	Finishes the purchase and takes you to Purchase Pending Payment
Save & Pay	Finishes the purchase and takes you straight to the payment screen

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Bulk Purchase Import

📺 Watch: Bulk Purchase Import

Got a long vendor bill? Fill it in Excel instead of adding rows one by one.

1. Select Store and Select Vendor.
2. Click Download Bulk Purchase Template — you'll get a list of your products.
3. Enter the invoice number and choose the purchase date.
4. Choose Including Taxes or Excluding Taxes.
5. Fill in the quantities (and free quantities) in the Excel file. Don't change the item ID or item name. Rows left at zero are skipped.
6. Upload the file and click Save and Upload.
7. You'll see how many items were imported and the purchase number. Then go to Purchase Pending Payment to pay.

⚠️ The file must be in .xlsx format.

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Purchase Orders

📺 Watch: Purchase Orders

A purchase order (PO) is what you send a vendor to say "please send me these items". It helps you keep track of what you've ordered and check it when it arrives.

Creating a purchase order

1. Click Create Purchase Order.
2. Choose the Vendor (or click New to add one) and the Store it should be delivered to.
3. Add a Reference, the Order Date, the Expected Delivery date and any Terms And Conditions.
4. Choose Including Taxes or Excluding Taxes.
5. Add the items with their Quantity and Purchase Cost. The totals are worked out for you.
6. Click Save Draft to keep working on it later, or Save changes to finalise it.

What you can do with a purchase order

Button	What it does
Edit Purchase Order	Change it — only while it's still a draft
Print Purchase Order	A printable PO with your store details, GST number, items and terms
Email Purchase Order	Send it straight to the vendor — the vendor needs an email address in the Vendors List
Receive Order	When the goods arrive, this opens a Direct Purchase already filled in from the PO. Enter the actual quantity received for each item and delete rows for anything that didn't come

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Purchase Pending Payment

Every finished purchase that isn't fully paid yet, with its Purchase Id, store, date, invoice number, vendor, Total Amount, Paid Amount and Pending Amount. Click Item Details to see what was bought.

Paying a vendor

1. Click Process Payment on the purchase.
2. You'll see a summary: the total, any discount, what's already paid, and the Balance Due.
3. Choose the Payment Type, the Payment Date, and the Amount To Pay. You can pay part of it now and the rest later — the amount just can't be more than the balance due.
4. Add a Description if you like (for example a cheque number), and save.

Once a purchase is fully paid, it moves to Reports › Purchase Reports › Purchase Completed Payment.

Returning a purchase

Sent the goods back, or entered a purchase by mistake? Click Purchase Return on the purchase, add a remark explaining why, and confirm. The stock that purchase added is taken back out of your inventory. Returned purchases are listed under Reports › Purchase Reports › Purchase Returned.

🔑 Your account owner can stop staff from removing stock (in Chain Settings). If that's switched on and you're not the owner, you'll see "Your manager has restricted inventory removal" when you try to return a purchase or upload negative quantities. Ask your owner to do it.