Suppliers and purchase invoices
Record what you bought, at what cost — and let the system work out what your stock is really worth.
The purchase invoice is where cost enters the system. Each line updates the item's stock and recalculates its weighted-average cost the moment you save, so a margin report is never based on a price someone typed in months ago. Whether the invoice was paid on the spot or is owed, it posts to the ledger accordingly — no separate accounting step.
Open Purchasing → Suppliers → New and create the supplier with their name, phone and any opening balance you already owe them.
Open Purchasing → Purchases → New. Choose the supplier, the receiving warehouse, and enter the supplier's invoice number and date so it can be matched later.
Add each item with the quantity and unit cost as invoiced. Buy by the carton if that is how it arrived — the unit conversion handles the pieces.
Mark whether it was paid now — cash or bank — or is owed. Paid invoices post straight to cash or bank; owed ones post to the supplier's account for settlement later.
Save. Stock rises, cost recalculates, and the ledger updates. If you later correct a quantity or cost on a posted line, the item's cost history replays forward so every sale since keeps an accurate cost of goods sold.
Good practice
- Enter purchases the day goods arrive, before they are sold. A sale made before its purchase is recorded carries the old cost.
- A supplier with any purchase or payment history cannot be deleted, so old invoices always resolve to a real name.