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Purchase Management

The Purchase section allows the Company Admin to manage all purchasing activities, including purchase invoices, returns, warehouses, and stock transfers. It has four sub-sections: Purchase Invoice, Purchase Returns, Warehouses, and Transfers.

9.1 Purchase Invoice​

View and manage all purchase invoices through the Manage Purchase Invoices page.

  • Enter an invoice number in the search field and click “Search” to find a specific invoice.

  • Toggle between list view and grid view using the icons at the top right.

  • Click the Filters button to access filtering options:

  • Vendor: Filter invoices by a specific vendor.

  • Warehouse: Filter invoices by warehouse.

  • Status: Filter invoices by their current status (Draft, Posted, Partial, Paid, Overdue).

  • Date Range: Filter invoices by invoice date range.

  • Click “Apply” to activate the filters or “Clear” to reset them.

Purchase Invoices Table Information:​

The table displays the following columns:

  • Invoice Number: The unique reference number of the invoice (e.g., PI-2026-03-001). Click on it to view full invoice details.
  • Vendor: The name of the vendor the invoice was received from.
  • Invoice Date: The date the invoice was created.
  • Due Date: The payment due date. Overdue dates are displayed in red with an “Overdue” label.
  • Subtotal: The total amount before tax.
  • Tax: The tax amount applied.
  • Total Amount: The final amount, including tax.
  • Balance: The remaining unpaid balance.
  • Status: The current status of the invoice, Draft, Posted, Partial, or Paid.
  • Actions: Quick action buttons that vary depending on the invoice status.

Action icons available per invoice:

  • Download: Download the invoice as a PDF.
  • View: Open and view the full invoice details.
  • Post: Post the invoice to finalize it (available for Draft invoices).
  • Edit: Modify the invoice (available for Draft invoices).
  • Delete: Remove the invoice (available for Draft invoices).

Create Purchase Invoice​

Click the “Create” button at the top-right corner of the Manage Purchase Invoices page to open the Create Purchase Invoice form.

Purchase Invoice Details:​
  • Invoice Date: Select the date the invoice is being created.
  • Due Date: Select the payment due date.
  • Vendor: Select the vendor from the dropdown.
  • Warehouse: Select the warehouse where the purchased items will be received.
  • Payment Terms: Enter the payment terms (e.g., Net 30).
  • Notes: Add any additional notes about the invoice.
  • Sync to Google Calendar: Toggle on to add the invoice due date to your Google Calendar.
Purchase Invoice Items:​

  • Click “Add Item” to add a product line to the invoice.

  • For each item, fill in the following:

  • Product: Select the product from the dropdown.

  • Qty: Enter the quantity purchased.

  • Unit Price: Enter the price per unit.

  • Discount %: Enter a discount percentage if applicable.

  • Tax: Applied automatically based on the product. Displays “No tax” if none is set.

  • Total: Calculated automatically.

  • Click the delete icon to remove an item from the list.

Invoice Summary:​

The summary on the right side shows a real-time breakdown:

  • Subtotal: Total before discount and tax.
  • Discount: Total discount applied.
  • Tax: Total tax applied.
  • Total: Final payable amount.

9.2 Purchase Returns​

The Purchase Returns section allows the Company Admin to manage product returns sent back to vendors against previously received purchase invoices.

  • View and manage all purchase returns through the Manage Purchase Returns page.
  • Enter a return number in the search field and click “Search” to find a specific return.
  • Toggle between list view and grid view using the icons at the top right.
  • Click the Filters button to filter returns by Vendor, Warehouse, Status, or Date Range. Click “Apply” to activate or “Clear” to reset.

Purchase Returns Table Information:​

The table displays the following columns:

  • Return Number: The unique reference number of the return (e.g., PR-2026-03-001). Click on it to view full return details.
  • Vendor: The name of the vendor to whom the items are being returned.
  • Warehouse: The warehouse from which the items are being returned.
  • Return Date: The date the return was created.
  • Total Amount: The total value of the returned items.
  • Items: The name and quantity of the returned products.
  • Status: The current status of the return - Draft, Approved, or Completed.
  • Actions: Quick action buttons that vary depending on the return status.

Action icons available per return:

  • Approve Return: Approve a return that is in Draft status.
  • Complete Return: Mark an approved return as Completed once the items have been sent back to the vendor.
  • View: Open and view the full return details.
  • Delete: Remove the return (available for Draft returns).

Create Purchase Return​

Purchase Return Details:​
  • Return Date: Select the date the return is being created.
  • Original Invoice: Select the original purchase invoice against which the return is being processed.
  • Warehouse: Select the warehouse from which the returned items will be sent back.
  • Return Reason: Select the reason for the return (e.g., Defective).
  • Notes: Add any additional notes related to the return.
Available Items from Invoice:​
  • This section displays all items from the selected original invoice along with their Available Qty, Unit Price, Discount, Tax, and Total.
  • Click the “Added” button next to an item to add it to the Return Items section.
Return Items:​

  • This section lists all items selected for return. For each item, fill in the following:

  • Product: Displays the selected product name and code.

  • Return Qty: Enter the quantity to be returned.

  • Unit Price: Displays the original unit price.

  • Discount: Displays the applicable discount.

  • Tax: Displays the applicable tax (e.g., GST, VAT, Service Tax).

  • Total: Calculated automatically based on return quantity.

  • Reason: Optionally enter a specific reason for returning that item.

  • Click the delete icon to remove an item from the return list.

Return Summary:​
  • Subtotal: Total return amount before tax.
  • Tax: Total tax applied on the return.
  • Total Return Amount: Final refundable amount.

Click “Create” to process the purchase return, or “Cancel” to discard.

9.3 Warehouses​

The Warehouses section allows the Company Admin to manage all warehouse locations used for storing and managing inventory.

  • View and manage all warehouses through the Manage Warehouses page.
  • Enter keywords in the search field and click “Search” to find a specific warehouse.
  • Toggle between list view and grid view using the icons at the top right.
  • Click the Filters button to filter warehouses by City or Status. Click “Apply” to activate or “Clear” to reset.

Warehouses Table Information:​

The table displays the following columns:

  • Name: The name of the warehouse (e.g., West Coast Storage Facility).
  • Address: The physical address of the warehouse.
  • City: The city where the warehouse is located.
  • Zip Code: The postal zip code of the warehouse.
  • Phone: The contact phone number of the warehouse.
  • Status: Whether the warehouse is Active or Inactive.
  • Actions: Quick action buttons for warehouse management.

Each warehouse row includes the following action icons:

  • Edit: Update the warehouse details.
  • Delete: Remove the warehouse from the system.

Create Warehouse​

Click the “Create” button at the top-right corner of the Manage Warehouses page to open the Create Warehouse form.

  • Name: Enter the warehouse name.
  • Address: Enter the full physical address.
  • City: Enter the city name.
  • Zip Code: Enter the postal zip code.
  • Phone: Enter the contact phone number, including country code (e.g., +11233567890).
  • Email: Enter the warehouse contact email address.
  • Status: Set the warehouse status to Active or Inactive.

9.4 Transfers​

The Transfers section allows the Company Admin to move stock between warehouses. This is useful when you need to shift products from one warehouse location to another.

  • View and manage all stock transfers through the Manage Transfers page.
  • Enter keywords in the search field and click “Search” to find a specific transfer.
  • Click the Filters button to filter transfers by From Warehouse. Click “Apply” to activate or “Clear” to reset.

Transfers Table Information:​

The table displays the following columns:

  • Product: The name of the product being transferred.
  • From Warehouse: The warehouse from which the stock is being transferred.
  • To Warehouse: The warehouse to which the stock is being transferred.
  • Quantity: The number of units being transferred.
  • Date: The date the transfer was made.
  • Actions: Quick action button for transfer management.

Each transfer row includes one action icon:

  • Delete: Remove the transfer record.

Create Transfer​

Click the “Create” button at the top-right corner of the Manage Transfers page to open the Create Transfer form.

  • From Warehouse: Select the warehouse from which the stock will be transferred.
  • To Warehouse: Select the destination warehouse. This field becomes available after selecting the From Warehouse.
  • Product: Select the product to transfer. This field becomes available after selecting the From Warehouse.
  • Quantity: Enter the number of units to transfer. This field becomes available after selecting the product.
  • Date: Select the date of the transfer.