Purchases, receiving goods and expenses in the app

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 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 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.

Record rent, bills and supplies so your profit is real.

Related pages

Purchases (web)

Purchase orders

Supplier payments and credit

Expenses report