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Buy and receive stock

Record what you bought, receive it into stock, and optionally record the payment as an expense in one step.

Checked on the ShuleOS demo school Who: School admin, storekeeper 6 min read

A purchase is a record of what you bought from a supplier. Nothing goes into stock until you receive it. This lets you record an order when you place it, and receive it when the goods arrive.

The Purchases list

Stock → Purchases lists every purchase.

Purchases

Each row shows the Date, Reference, Supplier, number of Items, Total and Status: Pending (recorded, not yet in stock), Received or Cancelled. Filter by Status or Supplier. A number beside Purchases in the menu counts the ones still pending.

Record a purchase

  1. Click Record a purchase.

    The purchase form

  2. Fill in the form:

Field What to enter
Supplier Optional. Pick from your list.
Date Required. The day you bought it. Not in the future.
Reference The order or invoice number.
Notes Optional.
Items bought One row per item: the Item, the Quantity and the Price each. The row's total and the Purchase total update as you type. Click Add another item for more rows.
  1. Click Create. The purchase is saved as Pending.

Receive it into stock

When the goods arrive:

  1. Open the purchase and click Receive into stock.

    Receiving a purchase

  2. Enter the date Received on.

  3. Optionally switch on Also record the payment as an expense, choose the account it was Paid from and the Method. ShuleOS then records one expense for the purchase total under Supplies and stock, approved straight away, and takes it from that account (see Record expenses).

  4. Confirm.

What happens: every quantity goes into stock, and each item's Cost of one becomes the price you paid. A purchase can be received only once.

A pending purchase

Cancel a purchase

If the order was never delivered, open it and click Cancel purchase. Nothing was added to stock. The purchase stays on record, marked Cancelled.

If something goes wrong

What you see What it means and what to do
"Only a pending purchase can be received." It has already been received or cancelled.
Receive into stock is missing The purchase is not pending, or your role cannot manage stock.
An item is missing from the purchase form It is inactive. Make it active in Stock Items.
You recorded the payment twice Receiving with the payment switched on already records the expense. Do not also record it under Expenses.

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