Buy from suppliers and track expenses
Add suppliers, order and receive stock, record what you pay, and keep a list of your business expenses.
Purchasing is how new stock enters your business, and it keeps track of what you owe your suppliers. In this tutorial you add a supplier, create a purchase, receive the goods and record the payment. It takes about 5 minutes.
Before you start
- You are signed in to the Business Portal as an Owner or Manager. The Purchase menu is not available to cashiers.
- The products you buy already exist. See Add and manage products.
Steps
Add a supplier
Click Purchase → Suppliers, then New Supplier. Enter the Name and, if you like, the Email, Phone, Country, City, Address and Tax No. Opening Balance is what you already owe this supplier, and Credit Limit is the credit you agreed with them. Click Save.
Start a new purchase
Click Purchase → Purchase, then New Purchase.
Choose the supplier and the store
Select the Supplier, the Purchase Date, the Due Date, and the Receiving Store that will get the goods. Enter the Supplier Invoice No. to find the paperwork later.
Add the products
Search by name and click Add Product. For each line, check the Unit Cost and the Qty, and add a Discount or Tax if the supplier charges one. For goods with batches, enter the Batch No. and the Expiry Date.
Check the totals
Add the Order Tax, Shipping and Discount of the whole order if any. The Grand Total updates as you type.
Create the purchase
Choose the status: Draft if the goods have not arrived, or Received to add the stock now. Add a note, attach the supplier invoice or delivery note with Attach Documents (PNG, JPG, WEBP or PDF, up to 5 MB), then click Create Purchase.
Receive the goods
When the goods arrive, open the actions menu of the purchase and choose Receive. The quantities are added to the stock of the receiving store, and the cost of your stock is updated.
Record a payment
Once the purchase is received, choose Add Payment in the same menu. Enter the Amount, the Method (Bank Transfer, Cash or Cheque), a Reference and a Note, then click Record Payment. The purchase shows how much is Paid and the Balance still due. You can add several payments.
Other things you can do with a purchase
- Edit a purchase while it is still a draft.
- Return a received purchase when you send goods back to the supplier. Stock is reduced again.
- Cancel a purchase. This also reverses any stock that was received.
- Download PDF to get a purchase order, or send it with Send by Email or Send by WhatsApp.
- Delete removes a purchase for good, so you must type its reference to confirm.
Use the status filter to see Draft, Received, Returned, Canceled or Paid purchases. The cards at the top show Total Purchases, Purchase Amount, Paid and Outstanding.
Keep your expenses
Rent, electricity, salaries and other costs that are not stock go in Purchase → Expenses.
- Click New Expense.
- Choose the Date, the Category, the Amount and the Payment Method (Cash, Bank Transfer, Card, QR or Mobile Pay). Add a Reference and Notes if you wish.
- Click Create Expense.
If the category does not exist yet, click Add category next to the field. The Categories button manages them all. Expenses are subtracted when Bakasir calculates your net profit in the Dashboard and in the profit reports.
Tips
- Receive only what really arrived. If a delivery is partial, keep the purchase as Draft until the rest comes, or return the difference.
- Check stock costs. Reports use the cost entered on your purchases. A wrong unit cost gives a wrong profit.
- Supplier balances. The Suppliers list shows each supplier's Outstanding and Returned totals.
Next steps
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