Record a purchase to add stock

Available on Basic and above

Purchases are on the Basic plan and above.

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Use this when a delivery of parts arrives, for example 10 screens from your wholesaler. Recording it adds the parts to your stock and keeps the supplier’s bill with it.

Before you start

• Have the supplier’s bill in hand: its number, the date, and what you bought.
• The supplier must be saved in Part suppliers. You can also add a new one while you make the purchase. See Add a part supplier.
• Don’t see Purchases? Ask your shop owner to let you view and create purchases (Purchases — View and Purchases — Create & edit).
• If you have more than one business, switch to the business that bought the parts. The purchase and the stock belong to it.

Steps

On a computer

1. In the left menu, click Purchases. Then click + (Add purchase).

   The Create purchase page opens, with the next purchase number at the top.

2. Under Part supplier information, pick the supplier in Part supplier name.

3. Type the supplier’s bill number in Party invoice number and check the Purchase date. If you’ll pay later, set the Payment terms or the Due date.

4. Add the parts. Click Search parts by name or SKU and pick a part, or click Scan barcode and scan its label. Type the quantity you received and the price you paid.

   For a part that isn’t in your inventory yet, click Add item manually.

   

   Desktop

5. If you paid now, fill in Payment information: the Payment mode and the Amount paid. Balance due shows what’s left.

6. At the top right, click Create.

On a phone

1. Tap More. Under Sales, tap Purchases. Then tap +.

2. Pick the Part supplier name, and type the Party invoice number and Purchase date.

3. Tap to add a part, pick it, and set the quantity and price.

4. If you paid now, fill in Payment information.

5. Tap Create at the bottom of the screen.

Done!

The purchase is saved and the parts are added to your stock. Each part’s Stock history shows the purchase.

Pay the supplier later

1. Go to Purchases and open the purchase.

2. Click Purchase actions, then Add payment.

3. Choose the payment mode, type the amount and save.

The purchase’s payment status changes to match. You need permission to record payments (Payments — Record payments).

Good to know

• Parts typed by hand become inventory parts. When you save, BytePhase adds each new item to Inventory with Track stock on and a low stock level of 5. Check and fix its details afterwards.
• Editing a purchase changes stock to match. Change a quantity and the stock goes up or down by the difference. Each change shows in the part’s stock history.
• Each business numbers its own purchases, with its own prefix.
• The purchase invoice can be printed from the purchase. It uses the business that made the purchase.