Purchases — Buying Stock for Your Business

Purchases track everything you buy from your suppliers. When you record a purchase in Actuary POS Software, your stock goes up and your supplier balance updates automatically.

What You'll Learn

• How to add a new purchase
• How to manage purchase orders and requisitions
• How to receive stock from a supplier
• How to record purchase returns
• How to pay your suppliers

How to Add a New Purchase

1. Go to Purchases → Add Purchase from the left sidebar.
2. Fill in the details:

Purchase Details

• Supplier — Select the supplier you're buying from (or add a new one)
• Reference Number — Auto-generated, or enter your own (e.g., supplier invoice number)
• Purchase Date — When the purchase was made
• Purchase Status — Choose one:
  • Received — The products have arrived and are in stock
  • Pending — You've ordered but haven't received yet
  • Ordered — Placed with the supplier, awaiting delivery
• Business Location — Where the stock will be stored

Add Products

3. In the Search Products bar, type the product name or scan a barcode.
4. The product will appear in the table below. Fill in:
   • Quantity — How many you're buying
   • Purchase Price — The price per unit from the supplier
   • Discount — Any discount offered by the supplier
   • Tax — Tax rate for this item
5. Repeat for all products in this purchase.

Payment

6. Scroll down to the Add Payment section:
   • Amount — Enter the payment amount (can be partial)
   • Payment Method — Cash, Card, Bank Transfer, Cheque, etc.
   • Payment Note — Any reference information
7. Click Save to record the purchase.

📸 [Screenshot: The Add Purchase form with supplier, products, and payment sections visible]

💡 Tip: If you're recording a purchase you haven't paid for yet, you can leave the payment section empty. The amount will show as "Due" on the supplier's account.

How to View and Edit Purchases

1. Go to Purchases → List Purchases.
2. You'll see all your purchases with details like:
   • Date, reference number, supplier name, status, and payment status
3. Click the Actions button next to any purchase to:
   • View — See the full purchase details
   • Edit — Modify the purchase
   • Delete — Remove the purchase (only if no payments recorded)
   • Add Payment — Record a payment for this purchase
   • View Payments — See payment history

📸 [Screenshot: The purchase list with Actions menu expanded]

Purchase Orders

Purchase orders let you send formal orders to suppliers before the goods arrive.

How to Create a Purchase Order

1. Go to Purchases → Purchase Orders.
2. Click Add at the top right.
3. Fill in the supplier, products, and quantities.
4. Set the Delivery Date — when you expect to receive the goods.
5. Click Save.

How to Convert a Purchase Order to a Purchase

When the goods arrive:

1. Go to Purchases → Purchase Orders.
2. Find the purchase order.
3. Click Actions → Create Purchase.
4. The purchase form will open with all the details pre-filled.
5. Update quantities if needed (in case of partial delivery).
6. Click Save to record the actual purchase.

📸 [Screenshot: A purchase order with the Actions → Create Purchase option]

Purchase Requisitions

Purchase requisitions are internal requests for stock — useful when a team member needs to ask for approval before buying.

1. Go to Purchases → Purchase Requisitions.
2. Click Add to create a new requisition.
3. List the products and quantities needed.
4. When approved, the requisition can be converted to a purchase order.

📸 [Screenshot: The purchase requisition form]

Purchase Returns

If products from a supplier are damaged, wrong, or defective, you can return them:

1. Go to Purchases → List Purchase Returns (or find the purchase and go to Actions → Return).
2. Click Add to create a new return.
3. Select the original Purchase to return against.
4. Enter the quantities being returned for each product.
5. Choose the return reason.
6. Click Save.

The stock will be reduced and the supplier's balance will be adjusted automatically.

📸 [Screenshot: The purchase return form showing products being returned]

Settings & Options

Common Questions

Q: What's the difference between a purchase and a purchase order? A: A purchase order is a request to a supplier. A purchase is when you actually receive and record the goods. You can create a purchase order first, then convert it to a purchase when the goods arrive.

Q: Can I add a purchase for a product I haven't created yet? A: No. You need to create the product first. However, some products can be quickly created from the purchase form.

Q: Can I record a partial payment? A: Yes! Pay any amount in the payment section. The remaining balance will show as "Due" on the supplier's account.

Tips & Best Practices

• 📌 Always use purchase orders for large orders — it creates a paper trail
• 📌 Check quantities carefully when receiving goods — update the purchase status to "Received" only after verification
• 📌 Record purchase returns promptly to keep your stock accurate
• 📌 Review your Purchase Payment Report monthly to track supplier balances