For Office team · Accounts
Purchasing
Buy from suppliers the proper way: purchase order → goods receipt → vendor bill, with an audit trail throughout.
Purchasing lives as a tab inside Assets and gives you a full procure-to-pay trail — a supplier list, purchase orders, goods receipts, and vendor bills — instead of just quietly adding stock with no record of who it came from or what it cost.
The standard flow
- 1
Add a supplier
Set up a supplier with contact, tax, and payment-terms details — or add one inline while creating a purchase order.
- 2
Create a purchase order
List what you're ordering (free-text lines are fine at this stage), then send it to the supplier.
- 3
Receive the goods
When stock arrives, record a goods receipt — matching each line to a stock catalog item. This updates your warehouse quantities and purchase price automatically.
- 4
Enter the vendor bill
Record the supplier's invoice, optionally linked to the same PO/receipt.
- 5
Record payment
Paying the bill posts a real expense transaction into your ledger, same as any other expense.
Ad hoc receiving
For a cash-and-carry purchase that doesn't need a formal order, go straight to Goods receipts and record it without a PO — you still get proper stock and cost tracking.
Returning goods to a supplier
If something's wrong with a delivery, issue a debit note against the supplier — optionally restocking (if the goods physically go back) and reducing an open bill if one exists. Issuing is permanent, so double-check before confirming.
Example
Restocking chemicals
You place a purchase order for 20 liters of a pest control chemical with your usual supplier. When it arrives, you receive it against the PO, matching it to your "General Pesticide" stock item — the warehouse quantity and cost update automatically. A week later you enter the supplier's bill and record payment, which lands in your transactions ledger under Purchases.
Related docs
Assets & stock
Track company tools, equipment installed at customer sites, and the consumable stock your team uses on jobs.
Transactions
Your workspace's cashbook — every income, expense, and transfer in one ledger.
Invoices
Bill customers, record payments, and handle proforma invoices, credit notes, and B2B statements.