Record a purchase and add stock from a supplier

View as .mdUpdated Oct 30, 2026

A purchase is how stock you buy from a supplier enters SmartPOS Hub. This page shows owners and store managers how to record a purchase, choose the receiving location, enter costs, lot numbers and expiry dates, and leave part of the bill unpaid so you can settle it later.

Before you start

You have at least one supplier in Contacts › Suppliers (you can also add one from the purchase form with the + button).
Your products exist (see Add products). The Add new product button on the purchase form creates one on the spot.
Your role has the Add purchase permission (User Management › Roles, group Purchase). To record payments, it also needs Add purchase payment.
Optional switches live in Settings › Business Settings › Purchases: Enable Purchase Status, Enable Lot number, Enable purchase order, Enable Purchase Requisition and Enable editing product price from purchase screen.

Business Settings Purchases tab with switches for purchase status, lot number, purchase order and purchase requisition — Settings › Business Settings › Purchases. Turning off Enable Purchase Status marks every purchase as received.

Record a purchase

Open Purchases › Add Purchase (or + New › Add Purchase in the top bar).
Under Supplier & details, pick the Supplier. Leave Reference No empty to get the next number automatically.
Check the Purchase Date, then choose the Purchase Status:
- Received: the goods are in. Stock goes up as soon as you save.
- Ordered or Pending: the bill is recorded, but stock does not change yet.
Choose the Business Location that receives the goods. In a multi-location business this decides which branch’s stock goes up.
Optional: set a Pay term (for example 30 days) so you can see when the bill is due, attach the supplier’s invoice under Attach Document, and link a Purchase Order if you ordered these goods earlier (Purchase orders).
Under Products, type a product name or SKU, or scan its barcode, in Enter Product name / SKU / Scan bar code. Each product becomes a line. To load many lines at once, use Import Products and fill the template.
On each line, enter the Purchase Quantity (switch the unit, for example from pieces to a box, if the product has sub-units), the Unit Cost (Before Discount) and any Discount Percent. If lots or expiry are switched on, fill Lot Number and EXP Date too.
Under Discount, tax & notes, add a bill-level discount or Purchase Tax if the supplier charged one. Add freight or loading costs in Shipping & extra costs.
Under Add payment, enter what you paid now, the Payment Method and, if you use them, the Payment Account. Enter 0 if you are buying on credit.
Click Save.

Add Purchase form with supplier, Received location, a product line with quantity, unit cost, lot number and expiry date columns — A purchase line shows the current stock, cost, selling price and, when switched on, Lot Number and EXP Date.

What happens after you save

With status Received, the quantity is added to the chosen location and the line cost becomes the product’s latest purchase price (used for profit reports).
The purchase appears in Purchases › List Purchases with its Purchase Status, Payment Status (Paid, Partial or Due) and Payment due.
What you did not pay is added to the supplier’s Balance due. See Supplier payments and credit.

Purchases list with reference numbers, locations, suppliers, Received status and Paid or Partial payment badges — Purchases › List Purchases. Use Filters to narrow by location, supplier, status or date.

View, edit or change a purchase

Open Actions on any row of List Purchases:

Action	What it does
View	Opens the purchase: supplier, business, products, payments, totals, notes and activity history. Print gives a copy for your files.
Edit	Change lines, prices or status. Stock is recalculated.
Add payment / View payments	Pay the supplier now or see earlier payments.
Update Status	Change Ordered or Pending to Received when the goods arrive.
Purchase Return	Send some or all items back to the supplier.
Labels	Print barcode labels for the items you just received.

Purchase details window with supplier, business and details cards, product lines, payment info and summary totals — The purchase view shows the status badges at the top and every payment made against the bill.

On a phone, the list keeps its filters and the table scrolls sideways inside its card:

Purchases list on a phone with the Add Purchase button and filters — Purchases list at phone width.

Receive goods with the Business app

In the SmartPOS Business app, open a purchase that is still ordered and tap Receive goods. Scan each item as you unpack it, or use + and –. You can receive part of the order now and the rest later.

Receive goods screen in the SmartPOS Business app showing 1 of 2 counted and a Receive 1 button — Receiving a purchase by scanning in the SmartPOS Business app.

Tips and mistakes to avoid

Status matters. A purchase left at Ordered never adds stock. If stock looks too low after a delivery, check the purchase status first.
One location per purchase. If one supplier delivery is split between branches, either enter one purchase per branch or receive it all at your warehouse and transfer the rest.
Cost drives profit. Enter the real unit cost, including discounts. Shipping and extra costs are added to the bill total.
Use lots and expiry for anything that goes off. Turn them on before your first purchase, so every batch is recorded. See Expiry and batches.

Purchase orders

Supplier payments and credit

Opening stock

Purchases in the Business app

Frequently asked questions

When does a purchase add stock?

Only when its Purchase Status is Received. A purchase saved as Ordered or Pending records the bill but does not change stock until you change the status to Received.

Can I save a purchase without paying the supplier?

Yes. Leave the payment amount at zero or pay part of it. The purchase shows as Due or Partial and the balance is added to what you owe that supplier.

Which location receives the stock?

The Business Location you pick on the purchase. Each purchase belongs to one location; to move goods on to other branches afterwards, use a stock transfer.

Can I update the selling price while entering a purchase?

Yes, if Enable editing product price from purchase screen is switched on in Business Settings under Purchases. The line then lets you change the unit selling price, which updates the product.

How do I return goods to a supplier?

Open Purchases › List Purchases, choose Actions › Purchase Return on the original purchase, enter the quantities going back and save. The return lowers stock and what you owe.

Can I enter a purchase from my phone?

Yes. The SmartPOS Business app has Purchases, where you can create a purchase and receive goods by scanning each item as you unpack it.