Purchase
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.
Vendors List
All your suppliers in one place, with their Company Name, Contact Person, Phone Number, Email Id, Address, State, City, and tax details like GSTIN, PAN Card, CIN, TAN, TIN and Aadhar Card Number.
- Click Add vendor to add a supplier. Only Company name, Phone number and State are required. Have their GSTIN? Type it first and the state and PAN are filled in for you. Then click Save vendor.
- Click on any value in the list to change it, then click Save changes. Nothing is saved until you do.
- Untick Is Active for suppliers you no longer buy from. Their old purchases stay in your reports. The list opens on active vendors only, so clear the Is Active filter to see the ones you switched off.
💡 The vendor's state is compared with your store's state on each purchase: the same state uses CGST + SGST, a different state uses IGST. Add their email if you want to email purchase orders to them.
Vendors Pending Amount
A list of vendors you still owe money to, with their contact details, the Total Pending Amount (biggest first) and the Number Of Direct Purchases: how many purchases you have from that vendor that weren't returned, including ones you've paid in full. Vendors you owe nothing to aren't listed.
To pay, click Pay a vendor, filter Purchase Pending Payment by the vendor's name, and click Process Payment.
Unfinished drafts for a vendor are counted here too, so a vendor's amount can be higher than Purchase Pending Payment shows.
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 vendor 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. Picking an item fills in its rate and GST, and starts the next row for you. Or use the Barcode scanner box: click it and scan the product to add it as a new row. A scanned item comes in with the rate and GST at zero, so enter them yourself.
Only items set up in the chosen store can be added, so choose the store first. If you change the store later, items that aren't in the new store are removed; you're asked first.
| 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. They're added to stock, but you don't pay for them |
| Cash Disc. / % Disc. | Discount on that row (percentage up to 100). If you fill in both, both are taken off |
| CGST % / SGST % / IGST % | Filled in for you from the item's settings. CGST and SGST show when the vendor and the store are in the same state, IGST when they aren't |
| Taxable Amt, Total GST, Row Total | Worked out for you |
| Update Stock | Leave ticked to add these pieces to your inventory. Untick it for anything that shouldn't count as stock |
At the bottom you'll see the Sub Total, Total Qty, Discount, Total GST and Grand Total. Discount here is a discount on the whole bill, as an amount or a percentage, and comes off the Sub Total on top of any discount on the rows.
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. A bill can hold only a set number of attachments; the page shows how many.
4. Save
| Button | What it does |
|---|---|
| Save Draft | Saves your work without finishing, so you can come back later. Stock is not added yet. You return to your drafts |
| Save | Finishes the purchase, adds the stock and takes you to Purchase Pending Payment |
| Save & Pay | Finishes the purchase and takes you straight to the payment screen |
Bulk Purchase Import
Got a long vendor bill? Fill it in Excel instead of adding rows one by one.
- Choose the Store and Vendor, and enter the Invoice number and Purchase date from the bill. The date can't be in the future.
- Choose the Tax type: Including taxes if the vendor's prices already have GST in them, or Excluding taxes if GST is added on top.
- Click Download Bulk Purchase Template. You'll get an Excel file listing the store's active products.
- For each product you bought, fill in the Purchase Amount (the price per piece) and the Quantity, plus any Free Quantity. The purchase amount starts at zero, so enter it: a row left at zero is recorded at no cost. Don't change the Item Id or Item Name. Rows with no quantity or free quantity are skipped.
- Check the other columns if the bill differs: Discount Amount (per piece), and CGST, SGST and IGST, which come from the product's settings. Leave Total Amount as it is; it's worked out in the file. Leave Should Update Inventory as Yes to add the pieces to your stock.
- Choose the file under Purchase file and click Save and upload.
- 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. Each upload records a new purchase and adds the stock again, so don't upload the same file twice.
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. A purchase order doesn't change your stock or what you owe; receiving it does.
Creating a purchase order
- Click Create Purchase Order.
- Choose the Vendor (or click New in the Vendor box to add one) and the Store it should be delivered to. Only active vendors are listed.
- Add a Reference if you like (for example a quote number), the Order date, the Expected delivery date and any Terms and conditions.
- Choose Including taxes or Excluding taxes.
- Click Add item for each product and enter its Quantity and Purchase Cost. The products must be set up for the store you chose. The totals are worked out for you.
- Click Save draft to keep working on it later, or Save purchase order to finalise it. A finalised order can no longer be edited, and saving it doesn't email it to the vendor.
Each order gets a PO Number automatically when you first save it, like PO-000012.
Purchase order statuses
| Status | Meaning |
|---|---|
| Draft | Still being worked on. You can edit it, but not print, email or receive it yet |
| Sent | Saved and final. It can be printed, emailed and received. It doesn't mean the vendor has been emailed: use Email for that |
| Purchase draft | Receiving has started and was saved as a draft. Finish it from the drafts in Direct Purchase |
| Received | The goods are recorded as a direct purchase. There's nothing more to do here |
What you can do with a purchase order
Use the links in the Actions column of the list:
| Action | What it does |
|---|---|
| Edit | Change it. Only shown while it's a draft |
| A printable PO with your store details, GST number, items and terms | |
| Sends the PO to the vendor as a PDF. The vendor needs an email address in the Vendors List. Emails go out in the background, so "Email sent!" means it's on its way | |
| Receive | Only shown when the status is Sent. Check the order against the delivery, then click Record what arrived. A Direct Purchase opens, already filled in from the PO. Enter the invoice number and the actual quantity received for each item, delete rows for anything that didn't come, and save. Saving the purchase adds the stock |
Goods came in part? Enter what actually arrived. Once saved, the order shows as Received, so record any later delivery as a new direct purchase.
Purchase Pending Payment
Every finished purchase that isn't fully paid yet, with its Purchase Id (Invoay's own number; Invoice Number is the vendor's), store, date, invoice number, vendor, Total Amount, Paid Amount and Pending Amount. Click Item Details to see what was bought.
Total Amount is the purchase total with GST, before any discount on the whole bill. Pending Amount is what you still owe: the total, minus any discount on the whole bill, minus what you've paid. The last row adds up only what's showing, so filtering by vendor shows what you owe them.
Paying a vendor
- Click Process Payment on the purchase.
- You'll see a summary: the Gross Total, any Invoice Discount, the Net Payable, what's Already Paid, and the Balance Due.
- Choose the Payment Type (Cash, Card, Cheque or NEFT / IMPS) and the Payment Date, and check the Amount to Pay. It starts at the full balance; lower it to pay part now and the rest later. It can't be more than the balance due.
- Add Payment Notes / Reference if you like (for example a cheque number), and click Save Payment.
This only records a payment you've made; it doesn't send money to the vendor. A part-paid purchase stays here with a smaller Pending Amount. 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 (or Deactivate on Purchase Completed Payment), check the items, add a remark explaining why, then click Return purchase and confirm. The whole purchase is returned: the pieces it added to stock, free ones included, are taken back out of your inventory. Payments you already made aren't changed, so arrange any refund with the vendor. A return can't be undone. 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, Purchase Return and Deactivate aren't shown, and you'll see "Your manager has restricted inventory removal" if you upload negative quantities. Ask your owner to do it.