Purchases: Recording Vendor Bills and Receiving Supplies

What this area is for

Purchases are how you record supplier/vendor bills and (when posted) increase supply inventory.

Where to find it

Main menu → Supplies → Purchases

Key concepts

• Draft vs posted:
  • Draft: saved but not applied
  • Posted: treated as real and typically affects inventory counts and reporting
• Line items:
  • If you select an inventory item, the purchase can update stock and costing history.
  • If you don’t select an inventory item, it behaves like a non-inventory line (useful for misc purchases).

How to create a purchase

1. Click New Purchase.
2. Choose vendor, date, and invoice number (if you have one).
3. Add items: select the inventory item, quantity, and unit price.
4. Save.

Posting, duplicating, and deleting

• Post purchase: confirms it as real and applies inventory changes (when applicable).
• Duplicate: great for repeated vendor orders.
• Delete: used carefully; deleting posted purchases may reverse inventory impacts.

Tips / common gotchas

• For accurate inventory, rely on purchases (posted) rather than manual “on-hand edits” whenever possible (see Supplies).
• If totals look off, check tax/shipping/discount fields in the purchase form.