Create Purchase

Create Purchase

You can create a new purchase using the add Create Purchase button on the Purchases screen.

You must have your Products and Suppliers created before creating a Purchase.

Entering new Purchase data happens in the Create Purchase screen:

Create Purchase screen

Here are some guidelines for data you need to fill:

Header Part #

  • Supplier (Mandatory): Select the supplier from the list of already existing suppliers. If your supplier is not on the list, you can add it directly from here, using the (add) link.
  • Date (Mandatory): Date of the purchase.
  • Invoice # (Optional): If you want, you can enter the number of the invoice related to this purchase.
  • Total Amount (Calculated): Sum of Total Cost for all items + Tax. It should be equal to the total invoice value.
  • Tax (Optional): If prices of items in the invoice are tax exclusive, in this field, you have the option to add the total sales tax amount, so the value of field Total Amount that is calculated by the system is correct, i.e., equal to the total amount in the invoice. However, the value of the Total Cost per product is not updated to include sales tax, so the product’s Average Cost will be calculated without sales tax.
  • Notes (Optional): free-text to describe the purchase.
  • Attachment (Optional): you can upload a scanned document related to this purchase - invoice, receipt, etc.

Details Part #

Below the purchase header, there is a grid with products in the purchase.

Add Product #

Use the add Add Product button to open the Add Product screen:

Add Product screen

  • Product (Mandatory): choose a product from the list. When you select the product, the field Units/Case will be automatically populated with the value of the Units per case field in Inventory -> Product, if you have entered it there. But if you need to, you can change the value manually.
  • Cases Purchased (Optional): enter the number of cases purchased. After entering a value in this field, and if you have a value in the Units/Case field, the system will automatically calculate and populate the field # Units Purchased=Cases Purchased * Units/Case. You can omit to enter this field and enter a value directly in the # Units Purchased field.
  • Units/Case (Optional): how many units are in one case. Value is automatically populated when you choose the product, but you can also enter it manually.
  • Cost/Case (Optional): the price for one whole case. It is used to calculate the value of Unit Cost. You can omit to enter this field and enter a value directly in the Unit Cost field.
  • # Units Purchased (Mandatory): number of purchased single units. Value can be automatically calculated by the formula # Units Purchased = Cases Purchased * Units/Case. You can also enter the value yourself.
  • Unit Cost (Mandatory): the price per single unit. Value can be automatically calculated by the formula Unit Cost = Cost per Case / Units per Case. You can also enter and modify the value yourself.
  • Last Unit Cost: displays the product’s last cost per unit. You can easily compare the current price to the last price and see if it has gone up or down.
  • Total Cost (Calculated): Calculated by the formula Total Cost = # Units Purchased * Unit Cost. Not editable.

After adding a product, it is displayed in the purchase products grid. You can open it again for edit by clicking on the row.

Delete Product #

Open a product from the grid and use the {{svg name=“delete”}} Delete Product button to remove it from the purchase.

Add Variety Pack #

Besides a single product, you can add a Variety Pack to the purchase.

To learn more about Variety Pack functionality and how to create one, read here.

You must have your Variety Packs created before adding them to a Purchase.

Use the Add Variety Pack button to open the Add Variety Pack screen:

Add Variety Pack screen
  • Variety Pack (Mandatory): select pack from the list of existing Variety packs.
  • Number of packs (Mandatory): enter the number of packs you purchased.
  • Single Pack Cost (Mandatory): enter the cost of a single pack.

When you click save Save on the Add Variery Pack screen, the system will add the individual products from the pack to the purchase.

The price of each item will be evenly distributed (the price of the pack divided by the total number of items).

The price of each item will be calculated as Total Cost / Total number of items in the added packs. For example, if you add one pack that contains 40 single items and you enter Single Pack Cost of 50, the price of each item will be calculated as 50 / 40 = 1.25

Save Purchase #

This is what happens when you create a new purchase or modify or delete an existing purchase:

  • Stock levels of products are recalculated
  • Average Cost for products is recalculated
  • the Last Cost for products is updated

You can immediately see the new Total In-stock, In Warehouse, Average Cost and Last Cost values in the Inventory section.

Inventory Data Updated

The purchase is registered in the product movements list in the Product History screen.

Product History Updated