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Purchase Invoice

Record purchase invoices from suppliers. Enter products with batch details, pricing, quantities, and tax information. Automatically updates stock levels on save.

How to Open

Menu → Transaction → Purchase

Keyboard Shortcuts

F12 Save F5 New/Clear Esc Close

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How to Use

➕ Adding a New Purchase

Open Purchase Invoice from the menu
Fill in the required fields
Add optional details as needed
Press F12 or click Save
Confirm when prompted

✏️ Editing an Existing Purchase

Type the name in the Search box on the left
Select the record from the search results grid
The form fields will load with the selected data
Modify the fields you need to change
Press F12 or click Save

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Field Descriptions

Supplier Required

Select the supplier (company) from the dropdown.

Invoice No Optional

Supplier's invoice number for reference.

Invoice Date Required

Date of the purchase invoice.

Order No. Optional

Reference purchase order number, if applicable.

Product Name Required

Search and select the product being purchased.

Trade Price (T.P) Optional

Trade price per unit. Auto-populated from product master.

Stock Optional

Current stock of the selected product. Read-only.

Batch Required

Batch number from the manufacturer. A new batch is created if it doesn't exist.

Mfg Optional

Batch manufacturing date (dd-mm-yyyy). Carried into the MFG grid column when the line is added.

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Leaving this field with a date later than today asks "Batch manufacturing date is greater than today. Do you want to continue?" — answer Yes to keep it, or No to go back and correct it.

Expiry Optional

Batch expiry date (dd-mm-yyyy). Carried into the EXPIRY grid column when the line is added. Required for companies where batch expiry is mandatory.

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Leaving this field with an expiry less than six months away asks "Batch expiry is less than 6 months. Do you want to continue?" — answer Yes to accept the short-dated batch, or No to go back and correct it.

Quantity Required

Number of units being purchased.

Bonus Optional

Free bonus units received with the purchase.

Rate Required

Purchase rate per unit.

%Age (Discount) Optional

Discount percentage from the supplier.

Net %Age Optional

Additional net discount on the total invoice.

Other Charges Optional

Additional charges like freight, handling, etc.

Tax Optional

Tax amount or percentage for this line.

Inc. Tax % Optional

Income tax percentage for withholding on purchase.

Printing On Checkbox

Print the purchase invoice on save.

Group Optional

Product group for reference. Auto-populated.

R.P Optional

Retail price for reference.

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Grid Columns

Column	Type	Required	Description
QTY	Number	✅	Units purchased. Editable directly in the grid — changing it recalculates that line's gross, discount, net, tax and total, and refreshes the invoice totals.
BNS	Number	—	Bonus units. Editable directly in the grid — changing it recalculates the line's sales tax and the invoice totals.
BATCH	Text	✅	Batch number for the stock entry.
MFG	Date	—	Batch manufacturing date (dd-mm-yyyy). Filled from the Mfg field when adding a product, or edited directly in the grid.
EXPIRY	Date	—	Batch expiry date (dd-mm-yyyy). Required for companies where batch expiry is mandatory. Editable directly in the grid.

Column

Type

Required

Description

QTY

Number

✅

Units purchased. Editable directly in the grid — changing it recalculates that line's gross, discount, net, tax and total, and refreshes the invoice totals.

BNS

Number

—

Bonus units. Editable directly in the grid — changing it recalculates the line's sales tax and the invoice totals.

BATCH

Text

✅

Batch number for the stock entry.

MFG

Date

—

Batch manufacturing date (dd-mm-yyyy). Filled from the Mfg field when adding a product, or edited directly in the grid.

EXPIRY

Date

—

Batch expiry date (dd-mm-yyyy). Required for companies where batch expiry is mandatory. Editable directly in the grid.

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Buttons

Button	Shortcut	What it Does
🔍 Search	F2	Opens the search panel to find an existing record by name.
💾 Save	F12	Saves all changes. The system will ask for confirmation before saving.
❌ Close	Esc	Closes the Purchase Invoice screen.

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Important Notes

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Stock Auto-Update: Saving a purchase invoice automatically increases the stock quantity for each product/batch.

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Hold Feature: Click Hold to save a partial purchase without posting it. Resume later.

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Batch Creation: If the batch number doesn't exist in stock, a new batch record is created automatically with the specified pricing and expiry.

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Batch date checks while you type: Leaving the Expiry field asks you to confirm when the expiry is less than six months away; leaving the Mfg field asks you to confirm when the date is later than today. Both are questions, not blocks — answering Yes keeps the date and entry carries on, so a short-dated batch can still be purchased deliberately. Answering No puts the cursor back in that date field so you can correct it. A date left empty raises no question at all.

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Recalculate: Editing QTY or BNS in the grid recalculates that line and the invoice totals automatically. Click Recalculate to recompute every line at once.