What a purchase record is
In AADOPS, a purchase record captures everything about a buying transaction — what you ordered, from which supplier, at what price, the delivery status, and the payment status. Creating a purchase record before goods arrive keeps your inventory and supplier balances accurate.
Step 1 — Go to Purchases
Click Purchases in the left sidebar, then click Purchases. Click + Add purchase.
Step 2 — Set the purchase details
- Date — the date of the purchase
- Warehouse — which location the goods are coming into
- Supplier — select from your supplier list. The supplier must exist before you can create a purchase against them.
- Status — the delivery status: Received (goods have arrived), Pending (ordered but not yet arrived), or Ordered (order placed)
- Payment status — Paid, Unpaid, or Partial
- Payment type — Cash, Cheque, Bank Transfer, or Other
- Shipping — any delivery cost to add to the total
- Tax rate — any tax applicable to this purchase
- Discount — any discount applied by the supplier
- Notes — any internal notes about this purchase
Step 3 — Add products
Use the product search field to find and add each product in the order. For each product, enter the quantity and confirm the unit cost. Add all items in the purchase.
Step 4 — Save
Click Save. If the status is set to Received, the quantities are added to your inventory at the selected warehouse immediately. If set to Pending or Ordered, inventory is not updated until you edit the purchase and change the status to Received.