Create a Purchase

Record purchases from vendors with full control over account type, billing logic, warehouse tracking, and itemised costs — ready for inventory updates and financial reporting.

🔐 Access Control

• Only Admin users or staff with purchase permissions can create purchases
• From the Dashboard, use the side menu to navigate: Purchases → Purchase → Create Purchase

🧭 Step-by-Step Purchase Creation

1️⃣ Account Type (Required)

• Choose between:
  • Accounting — for direct expense or inventory purchases
  • Projects — for purchases linked to specific project budgets
• ⚠️ You cannot change the account type after creation

2️⃣ Vendor (Required)

• Select the vendor from your list
• If not listed, click Add Vendor to create a new entry

3️⃣ Billing Type (Auto-selected based on Account Type)

• If Accounting is selected → Billing Type will be Item Wise
• If Projects is selected → Billing Type will be Project Wise

4️⃣ Warehouse (Required)

• Choose the warehouse where items will be received or stored
• This links the purchase to inventory tracking

5️⃣ Category (Required)

• Select a purchase category (e.g. Electric, Water, Cleaning Supplies)
• Categories must be pre-configured in Accounting Setup

6️⃣ Purchase Date

• Defaults to today, but can be backdated for reconciliation
• Used for reporting and inventory valuation

7️⃣ Purchase Number

• Auto-generated (e.g. #PUR00001)
• Can be manually edited if permitted by settings

🧩 Adding Items

Click + Add Item to open the item entry form.

For each line item:

• Item Type: Choose Product, Service, or Part
• Item: Select from your item list (must be pre-created)
• Quantity: Enter the number of units
• Unit: Auto-filled from item setup
• Price: Auto-filled or manually adjusted
• Tax (£): Select applicable tax rate
• Discount: Optional per line
• Description: Optional notes for clarity

The system will auto-calculate:

• Subtotal
• Total Discount
• Total Tax
• Total Amount

📤 Final Steps

• Review all fields for accuracy
• Click Create to save the purchase
• The purchase will be saved in Draft status
• You can edit, approve, or link it to inventory and accounting modules

✅ Best Practices

• Ensure vendors, items, and categories are pre-configured
• Use consistent purchase numbering for audit clarity
• Link purchases to warehouses for accurate stock updates
• Include tax and discount logic for financial accuracy
• Review draft purchases before approval
• Use sector-fit item descriptions (e.g. Cleaning Chemicals, Freight Charges, Care Home Supplies)