New Purchase
A supplier delivers. This records the bill, takes the stock in and sets up what you owe them.
What this screen is for
Every purchase does three things at once: it raises a bill against the supplier, it increases stock, and it updates the item's cost. Skipping purchases is the fastest way to make your profit figures meaningless, because the app will think your ingredients were free.
How to get here
Sidebar → Transactions → New Purchase.
The screen, part by part
Purchase Information
| Field | Notes |
|---|---|
| Supplier | Who delivered. + adds a new supplier without leaving the screen |
| Date | The bill date |
| Payment Method | Cash or Bank |
| Bank | Which account it came from, when Bank is chosen |
| Reference | The supplier's own invoice number — e.g. Supplier Invoice #4521 |
Items
Add Item per line: the item, the quantity received, the rate you were charged, and the line total.
Only raw and inventory items can be purchased. You do not buy a finished dish.
Totals
- Total — the bill
- Amount paid — what you are handing over now
- Balance due — the rest, which becomes what you owe the supplier
Adding a supplier inline
The + by the supplier field opens a short form: Supplier Name, Phone, City, NTN, Address. It saves straight into Accounts.
Step by step
A delivery paid in cash
- Choose the supplier, put their invoice number in Reference.
- Add Item for each line on their bill, with the real quantity and rate.
- Set Amount paid to the full total, method Cash.
- Save. Stock goes up, nothing is owed.
A delivery on credit
- Same, but leave Amount paid at zero.
- Balance due becomes their payable.
- When you pay later, raise a Payment and tick this bill.
A part payment on delivery
Enter what you actually handed over in Amount paid. The rest stays outstanding.
Good to know
- Rate is what you paid, per unit. Entering a case price against a per-bottle unit is the most common data-entry error in the app, and it distorts every margin that item touches.
- Purchases feed Supplier Purchases and Profit by Item in Reports.
- The cost you record here is what the app uses to value stock and to cost every recipe containing the item.
- Purchases can be found again in History, filtered to type purchase.