# Buy from suppliers and track expenses

> Add suppliers, order and receive stock, record what you pay, and keep a list of your business expenses.

Source: https://docs.bakasir.com/en/docs/portal/purchasing

Video tutorial (1:53): [Buy from a supplier](https://media.bakasir.com/bakasir-media/docs-video/portal-purchasing/portal-purchasing.mp4), subtitles: https://media.bakasir.com/bakasir-media/docs-video/portal-purchasing/portal-purchasing.en.vtt



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](https://docs.bakasir.com/en/docs/portal/products.md).

## 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**.

1. Click **New Expense**.
2. 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.
3. 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

- [Control your stock](https://docs.bakasir.com/en/docs/portal/inventory.md)
- [Read your reports](https://docs.bakasir.com/en/docs/portal/reports.md)
- [Accounting extension](https://docs.bakasir.com/en/docs/commerce/accounting.md)