🛒 Section 10
Purchases
Record what you buy so stock, costs and supplier balances stay accurate.
On this page
Requisitions and purchase orders are optional. Use them if you need approval before buying or want to track what's on order.
Add a purchase
- Select the supplier, reference no. (supplier's bill number), date and location receiving the goods.
- Set the purchase status. Only Received adds the goods to stock.
- Add products and enter quantity and unit cost. Add lot number and expiry date if enabled.
- Add discount, tax and shipping charges, and attach the supplier's document if you like.
- Enter the amount paid now. The rest stays due to the supplier.
- Save. You can print labels for the received items straight away.
Fresh Farms delivers 10 boxes of tea at ₹450 each, plus ₹200 transport. Bill number FF/118.
| 10 × ₹450 | ₹4,500 |
| Shipping charges | ₹200 |
| Purchase total | ₹4,700 |
You set status Received and pay ₹2,000 now. Stock goes up by 10 boxes, and ₹2,700 shows as due to Fresh Farms. If you had chosen Ordered, stock would not change until you edit it to Received.
Save typing: instead of entering a supplier bill by hand, click Scan Invoice on Add Purchase and let ZaleBee read it. See AI invoice scanning for how it works, the three reading engines and their limits.
Reorder suggestions
ZaleBee works out what is running low at a location from how fast it sells:
- Sold / day: the average over the sales history (e.g. the last 30 days).
- Reorder at: the product's alert quantity, or what sells during the delivery days, whichever is more. A product is listed when its stock plus what is already on order (open purchase orders) is at or below that.
- Order qty: enough to last the delivery days plus the order for (days) you choose, from the last supplier at the last cost.
Change any quantity, cost or supplier, tick the lines and press Create purchase orders: one order per supplier, status Ordered, ready to check and send. Products already on order drop off the list. The figures you last used are remembered.
Milk sold 16 packs in the last 30 days (about 0.53 a day). 4 are left, and its alert quantity is 5, so it is due. With 3 delivery days and an order for 14 days, it needs 0.53 × 17 ≈ 9.1 packs, less the 4 on the shelf: Order qty 6 from Dairy Co.
Purchase return
Open the purchase, choose Purchase return, enter the quantities going back and save. Stock is reduced and the supplier's balance is adjusted.
One of the 10 tea boxes arrived crushed. Return 1 box: stock drops to 9, and you now owe Fresh Farms ₹450 less.
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