# Purchases, receiving goods and expenses in the app

> Record purchases and orders, receive deliveries by scanning, pay suppliers, return goods and add expenses with a receipt photo in SmartPOS Business.

Source: https://docs.smartposhub.com/business-app/purchases/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

Record what you buy and spend while you are in the stock room or at the supplier: purchases, purchase orders, deliveries received by scanning, supplier payments, returns to suppliers and day-to-day expenses such as rent and bills. This page is for owners, managers and stock staff using **SmartPOS Business**.

## Before you start

- Your role needs purchase permissions (and expense permissions for expenses).
- Suppliers can be added in the app (**Customers › Suppliers**) or on the web. Expense categories are set up on the web.
- All of this needs an internet connection.

## The Purchases screen

Open **Purchases** from **More** or the Quick menu. Tabs: **Purchases**, **Orders** and **Returns**. Search by reference or supplier and filter by **Date**, **Status** and **Payment**. Each line shows the supplier, reference, location, status (**Received**, **Pending**, **Ordered**, **Part received**) and payment (**Paid**, **Unpaid**, **Part paid**) with any amount still due.

## Record a purchase (goods in)

1. In **Purchases**, tap **+**.
2. Choose **Goods in** (stock arrives now) or **Order** (a purchase order for later).
3. Pick the **Supplier** and **Deliver to** location.
4. Set the status: **Received** (stock is added as soon as you save), **Pending** or **Ordered**. Add the **Supplier invoice no. (optional)**.
5. Add items with **Scan** or **Add item**; set quantity and **Unit cost** for each.
6. Add any discount and shipping, then tap **Save purchase**.

![Purchases list with tabs Purchases, Orders and Returns, filters and status and payment badges](https://docs.smartposhub.com/_astro/purchases-list.BFwDNth7.png)
![New purchase form with Goods in selected, supplier, Deliver to location, status Received, items with unit cost and Save purchase](https://docs.smartposhub.com/_astro/new-purchase.HoEY1uIJ.png)
*Purchases with status and payment at a glance; recording goods in.*

## Receive a delivery by scanning

1. Open the purchase order and tap **Receive goods**.
2. *Scan each item as you unpack it, or use + and −. You can receive part of the order now.* The bar shows **… of … counted**.
3. Tap **Receive …**. If not everything arrived, the rest stays open on the order; tap **Everything arrived** when it all came.
4. The app confirms **Received – stock updated**.

![Receive goods screen with a scan hint, one item at 1 of 2, Scan and Receive 1 buttons](https://docs.smartposhub.com/_astro/receive-goods.BAXJ9Nk4.png)
*Receive part or all of an order by scanning.*

## Pay the supplier, return goods, print labels

Open a purchase to see its items, totals, **Paid** and **Still to pay**. Then:

- **Add payment** – amount, method, date; **Save payment**. The supplier's balance in **Customers › Suppliers** updates.
- **Return items** – how many of each go back to the supplier (**Up to …**), then **Return to supplier**. Stock leaves this location now.
- **Print labels** – print shelf labels for the items you just received.

## Add an expense

1. Open **Expenses** (**More › Money**) and tap **Add expense**.
2. Enter the **Amount (tax included)**.
3. Tap a category under **What was it for?** (for example Rent, Utilities, Salaries).
4. Fill in **Paid to**, a **Note (optional)**, the date and location, and add a **Receipt photo** if you have one.
5. Tap **Save**.

The **Expenses** list shows what you spent in the period, by category. Unpaid expenses show **Still to pay** with **Pay now**.

![Add expense form with amount, category chips such as Rent, Salaries, Supplies, Utilities, Paid to, Note, Date and Location](https://docs.smartposhub.com/_astro/add-expense.Cl7wdULh.png)
*Record rent, bills and supplies so your profit is real.*

## Related pages

  - [Purchases (web)](https://docs.smartposhub.com/inventory/purchases/)
  - [Purchase orders](https://docs.smartposhub.com/inventory/purchase-orders/)
  - [Supplier payments and credit](https://docs.smartposhub.com/inventory/supplier-payments-and-credit/)
  - [Expenses report](https://docs.smartposhub.com/reports/expenses/)

## Frequently asked questions

### Can I receive a supplier delivery on my phone?

Yes. Open the purchase order, tap Receive goods and scan each item as you unpack it, or use plus and minus. You can receive part of the order now and the rest later.

### How do I pay a supplier in the app?

Open the purchase and tap Add payment, enter the amount and method and tap Save payment. The supplier balance updates at once.

### Can I return goods to a supplier?

Yes. Open the purchase, tap Return items, enter how many of each item go back and tap Return to supplier. Stock leaves the location now.

### Can I attach a bill photo to an expense?

Yes. Add a Receipt photo when you create or edit the expense.

### Can I save an expense I will pay later?

Yes. Enter the amount and leave it unpaid or part paid; the expense shows Still to pay and you can use Pay now later.

### Do purchases work offline?

No. Purchases, payments and expenses need an internet connection. Only POS sales queue offline.