Purchases

Purchases are your supplier bills. Each purchase records what you bought, and each line is either costed to a job or received into stock. Open them from Accounting → Purchases.

You can enter a purchase by hand, or upload the receipt or invoice to Smart Receipts and let it fill the purchase in for you.

Find a purchase#

The purchase list shows each bill's number, supplier, job, invoice and due dates, the total excluding GST, how much went To job and To stock, its allocation status and whether it is synced.

• Use the search box to find a bill by supplier, bill number or job.
• Use All statuses or All suppliers to filter the list.

The cards at the top show how much was Costed to jobs, how much went Into stock, and how many bills Needs allocating, with the oldest.

Selecting a row opens the bill's allocation screen, described below.

Add a purchase#

1. Start a new purchase

   On the purchase list, select New purchase. To read a receipt instead of typing it, select Scan a receipt instead.

2. Enter the details

   Choose the Supplier (required), and enter the Supplier invoice #, Reference, Invoice date and Due date. The due date starts 30 days after today.

3. Choose an account

   Choose an Expense account, or leave it as No ledger account.

4. Add the lines

   Enter a Description, Quantity and Unit cost for each line, excluding GST. Select Add line for more, or Remove to delete one.

5. Save

   Select Create Purchase. The purchase opens.

GST is added on top of the line totals at your company's GST rate.

Split a purchase between a job and stock#

The allocation screen shows where the money on a bill is going. Open it by selecting a bill in the list, or Edit on a bill.

1. Choose the job

   Under Costing to job, choose the job the purchase was bought for.

2. Split each line

   For each line, drag the Split job / stock slider or type the quantity in To job. Whatever isn't costed to the job goes into stock. The icons at the end of each line send it All to job or All to stock. Use All to job or All to stock above the bar to do every line at once.

3. Balance against the supplier total

   The badge at the top says Balanced when the lines add up to the supplier total, or Out by an amount. If the lines come to less than the total, select Add balance to stock to add the difference as a single stock line.

4. Post

   Select Post purchase. You see Purchase posted — job costed, stock received.

Going into stock lists what will be received into stock, worked out from your split. There is nothing to key in.

Allocation statuses#

Mark a purchase as paid#

Open the purchase and select Mark paid. Its status changes from open to paid. A paid purchase can't be edited or deleted.

Delete a purchase#

Open the purchase and select Delete, then confirm. You can't delete a purchase that is paid, or one that has a Smart Receipts document attached.

See the source receipt#

A purchase created from, or linked to, a Smart Receipts document shows a Source receipt panel. Select Open file to see the original, or View extraction to see what was read from it. If a rule approved it, the panel says Approved automatically and names the rule.

Who can use purchases#

The Owner and Office roles include all of these.

Troubleshooting#