Purchases — the document list
Prerequisites
- Admin or Manager role.
- At least one supplier and one warehouse exist.
- The articles you want to order exist, or you create them from inside the dialog.
Step by step
The Purchase tab lists every purchase document with its number, supplier, warehouse, status and total. Use the search field for a document number, a supplier or a warehouse, and the Status filter to narrow the list down to one state.
What the statuses mean
| Status | What it says |
|---|---|
| Draft | Saved, not ordered. Can still be edited. |
| Ordered | Submitted to the supplier. Nothing delivered yet. |
| Partially delivered | Some quantity is booked in, some is outstanding. |
| Delivered | Everything ordered has arrived. |
| Completed | Delivered and settled. |
| Cancelled | Closed without delivery. |
Common problems
- The document cannot be edited. Only a draft can be edited. Once it is ordered, the
quantities are what the supplier was told; correct them through a delivery or a return.
- Cancelling is refused. A document with goods already received cannot be cancelled.
Reverse the goods receipt first, then cancel.
- The dialog will not save. A purchase document needs at least one line, and the
warehouse must exist. Both are refused by the server, not just by the form.
- A draft carries no payment. The amount you type into a draft's payment field is not
stored — a draft has nothing to pay yet.
- Open Purchasing. The Purchase tab is the one you land on.
- Filter with Status in the toolbar, or type into the search field.
- Press New purchase to open the document dialog.
- Fill in the header: Supplier, Warehouse, Currency with its Exchange rate,
Order date, Expected delivery, and, if the whole document is discounted, Total discount (%).
- Add the lines: Article, Quantity, Purchase price, Discount (%),
Tax rate. For an article with variants, use Enter variants and give a quantity per variant.
- Decide how the document is saved:
- Save as draft — nothing is booked yet. Stock, invoice and payment follow later.
- Post now (goods receipt, invoice, payment) — delivery, invoice and payment are
booked in one step. Use it when the goods and the paperwork are already on the counter.
- Click a row to open the document and work on it.