Purchases

Creating and Editing Purchases

Purchases are the inflows of materials or products to your storage location. Adding New Purchases There are three ways to create a new purchase: 1. Click the “Add” button to create a purchase from scratch 2. Copy an existing purchase by opening it and clicking “Copy” 3. On the materials page, select the desired materials and click “Create purchase” in the bottom pop-up menu. To edit a purchase, open it by clicking on the supplier name in the purchases list, then click the “Edit” button. Purchase Details Date The purchase date Date Placed and Date Received If you've enabled the “Show received date for purchases” option in settings, instead of a single “Date” field, you'll see two fields: - Date placed - Date received This allows you to track when you placed the order with the supplier and when you received the purchase. As statistics are collected, you can view the average delivery time for each supplier. Supplier Select a supplier from the list of existing ones or create a new one by clicking the “plus” icon on the right. Items Specify the received materials or products and their quantities. Setting material prices is optional. If you provide them, the system will be able to calculate the cost of your products. You can also include products in a purchase if the “Enable purchasing products” option is activated in settings. Delivery and Discount You can specify delivery costs and discount amounts. These amounts will be proportionally distributed across materials when calculating costs. Notes In the notes field, you can leave any information that will be useful to you. Files You can attach images and other files to your purchases. This is convenient for storing scanned invoices and other purchase documents. Storage Location If you have created multiple material storage locations, you'll be prompted to select which location received the purchase. If the purchase includes products and you have multiple product storage locations, you'll also be prompted to select a separate storage location for products.

Purchase Statuses

Every purchase in the system has a status. Purchase status can have the following values: Planned Purchases are initially created with the “Planned” status. Materials and products are not added to inventory when creating a purchase in this status. Placed When a purchase moves to the “Placed” status, materials and products still aren't added to inventory. This status is designed to help you track orders placed with suppliers. Partially Received Use "Partially Received" when your supplier splits deliveries across multiple shipments over time. This status lets you track each shipment individually — marking what's arrived and what you're still waiting for. Learn more about working with partial purchases in a separate article. Received When a purchase transitions to the “Received” status, all materials and products listed in the purchase are added to inventory. If you've enabled the “Show received date for purchases” option, the system will ask for the received date when changing to this status. To change a purchase status, click on the status icon and select the desired status. Before changing a purchase status, you'll see a calculation of how inventory levels will change. You can also change the default status for new purchases in the system settings. For example, if you set the default status for new purchases to “Received” in the settings, any new purchase will be created with the “Received” status, and materials and products will be immediately added to inventory.

Partial Purchase Receiving

The partial receiving feature helps you manage deliveries that arrive in multiple shipments over time, rather than all at once. "Partially Received" Status When only some items from your purchase order have arrived while you're still waiting for the rest, set the purchase status to "Partially Received". With this status, only confirmed shipments get added to your inventory — you control exactly what goes in and when. Here's how to use it: 1. Click the status icon on your purchase 2. Choose "Partially Received" 3. Select which items and quantities actually arrived 4. Enter the received amounts 5. Save your partial shipment Shipment Display Options The purchase view offers two display options: - By shipments — see items broken down by each shipment - Summary view — see total quantities across all shipments Switch between views to get the perspective that works best for you. Tracking Your Shipments In "Partially Received" status, you'll see: - Completed shipments — items already received, organized by delivery date - Outstanding items — what you're still waiting for Everything gets grouped by shipment for easy tracking. Editing Shipments Each shipment can be: - Edited — click the pencil icon in the top right - Deleted — click the X icon in the top right Adding More Shipments While in "Partially Received" status, you'll see an "Add shipment" button at the bottom. Use this when additional items arrive. Changing Status Moving to "Received" When you change from "Partially Received" to "Received", any outstanding items are automatically marked as received and added to inventory. Moving to "Placed" or "Planned" When you change from "Partially Received" back to "Placed" or "Planned": - All shipment records are cleared - Everything gets marked as not received - Items that were already added to inventory get removed

Purchasing Products

If you purchase some products from suppliers rather than manufacturing them in-house, you can create purchase orders for these products as well. This feature can be enabled in the system settings.

Suppliers

When creating a purchase, you can select a supplier from existing ones or create a new one. You can also create a new supplier or edit an existing one on the “Suppliers” screen. Viewing Supplier Information The supplier details page displays all information you've entered about them. Additionally, you'll see: - Number of purchases - Total value of all purchases - List of purchases If you've enabled “Show received date for purchases” in settings, the supplier details page will also show average delivery time information. Merging Suppliers If you accidentally created a duplicate supplier, you can merge two or more suppliers into one. Select the suppliers you want to merge on the suppliers screen and click “Merge”. After this, the suppliers will be merged. If some fields differ between selected suppliers, such as different phone numbers, all information that doesn't make it into the merged result will be added to the notes of the merged supplier. Deleting a Supplier When deleting a supplier, their purchases will not be deleted. In the purchases, this supplier will appear crossed out and can be changed to another supplier.

Export Purchases

Exporting Purchase Lists You can export your list of purchases as a CSV or XLSX file. To do this, click the three dots next to the “Add” button and select “Export.” Then choose your preferred file format. The export will include all purchases currently displayed on the screen. If you need to export only specific purchases, you can first apply filters to narrow down the list, and then export the filtered results. Exporting Purchase Items You can also export the items included in a specific purchase. While viewing a purchase details page, click the three dots in the upper right corner. Then select “Export” and choose your preferred file format.