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Purchasing Stock

A purchase reflect an invoice for goods and/or services you receive from a seller.

Purchases have associated Payment(s)

Purchases remain unpaid until you apply Payment(s) to them. Apply a Payment to a Purchase when you add the Purchase or do this later when you pay funds from the Add > Purchase Payment screen.

Purchases have a workflow

Purchase can go through one or more of these stages:
Pre-quote Opportunity > Quote > Purchase Order > Tax Invoice > Adjustment/Credit Note

To update the workflow stage of your Purchase:

  1. Change the Type drop down to the new stage of workflow.
  2. Update the Date field to be the date this change occurred.
  3. Click the Save button to accept these changes.

EXAMPLE: When you have received goods or services you may change the Purchase from "Purchase Order" to "Tax Invoice" by selecting it from the Type drop down list.

purchase workflow

Purchases have the following attributes

Saasu supports different types of Sales and Purchases. Here is a brief explanation of the differences and instances when they would most likely be used:

Workflow StageWorkflow Usage
Purchase Tax InvoiceFor and organisation registered for GST/VAT. Transaction has taken place between you and the customer.
Purchase InvoiceFor an organisation not registered for GST/VAT. Transaction has taken place between you and the customer.
Purchase OrderGoods have not been delivered/manufactured by the supplier. No money owed to the supplier as yet.
Money Out (Expense)Quick transactions (eg basic expenses where you don't really track the supplier). Used especially when not much paperwork is involved.
Adjustment/Debit NoteA change is required for a Sales/Tax Invoice that has already been issued to you from a supplier.
Pre-Quote OpportunityIndicative estimates for creating a sale that may occur but is not yet confirmed as an order or invoice. Mainly used for tracking and managing expense pipeline.
Recipient Created Tax Invoice (RCTI)Issued for a third party. e.g. issuing commission for a partner or reseller.
QuoteIssued to you from a supplier informing prices when a request has been made.

On this page you'll provide all the information about your Purchase. You'll also get a chance to Email, Print, Add Attachments and Activities to the transaction once saved.

Purchase Details

Service Layout

For each Service enter a description if required. Then select a Account from the drop-down list. Choose a Tax Code and enter the amount. You can add a new Account by clicking the add icon next to the drop-down list.

Item Layout

For each Item enter a quantity and Item code or description to select what you will be buying. You can manually add extra information into the Description field if required. Account and Tax Code information is preselected based on the Item setup. Enter or over-ride the unit price if required. Enter a discount if required. The amount should calculate automatically but can be entered if you prefer Saasu to calculate the unit price for you.

Payments

You can apply a payment now or come back and apply them later.

Additional Info

Tags - Apply a Tag to your Purchase if it relates to something particular in your business (e.g. property investments or a division of your business).
Notes - Capture internal or external notes (displayed on the Contact Email/Print job)
Requires Follow-up - Check the Requires Follow-up check box if you need to put further information into your Purchase at a later date or as it becomes available.

What can you do after saving?

Apply additional payments

Click the Pay link in the Payments listing on Purchase Add/Edit screen.

Things to look out for

Payments can't exceed the Purchase Amount

After you have applied payment to the Purchase you cannot change the total amount of the invoice to less than the total of payments applied. If you have applied payments and you wish to change either of these values you will first need to remove payments for this purchase.

Purchase Options (Available After Saving)

After you have saved the Purchase (or when editing) a number of links will appear at the top of the screen:

Add a Purchase (Invoice)

  1. Go to Add > Purchase
  2. Select the type of transaction this is from the first drop-down.
  3. Select a Contact. If you haven't set up the contact you can use the plus icon to the right of the drop-down to do so.
  4. Set a Date, Invoice # (if you have one from your supplier), Summary and a Due date if required.
    The Purchase Order # will auto number by default. To turn this of and do manual numbering go to Settings > Purchases to do this otherwise you can fill one in but we recommend auto-numbering.
  5. Choose a Layout above the list of line items. Clicking a blue link changes the layout to that clicked.
    • Service layout is for general purchases or services.
    • Item layout is if you have an inventory business.
  6. Enter payment details by entering the Date Paid, choosing the Bank Account used and the Amount paid. Leave this area blank if not yet paid.
  7. Add Tags to allow you to include this transaction in a report filtered for that Tag.
  8. Add Notes if required and Save the transaction and then option to print or email the transaction become available at the top of the screen.

Other options become available after saving such as Attachments which is the ability to upload files against this transaction. e.g. electronic copy of the invoice sent to you from a supplier. You can also add Activities if required such as Call notes, Meeting notes and similar.

Purchases List

The Purchase list is used for accessing Purchases you have previously entered in order to view, print, edit, apply payment, or delete them.

To view a list of Purchase:
  1. Use the filters at the top of the screen to select which types of Purchases you want to view between a specified date range.
  2. Choose whether you want Purchases to be listed for "-- All Contacts --" or choose a specific Contact from the drop-down list.
  3. Click the Show button.
  4. A list of Purchases matching your filters will appear.

You can now use the links directly above the list to Add, Pay, View PDF, Delete, List Payments or Export your Purchases/Quotes and Orders. Using the check boxes allows you to perform multiple tasks to these Purchases such as "View PDF" will allow you to view multiple Purchases in Adobe PDF for viewing or printing.

AddAdd a new Sale.
PayApply a Payment to the selected (checked) Purchases.
View PDFView and/or Print the selected (checked) Purchases from an Adobe PDF file format.
DeleteDelete the selected (checked) Purchases.
List PaymentsList the payments associated with the selected (checked) Purchases.
ExportExport the displayed list to CSV file.

Filtering Your List Using Tags

Include All Tagsall records that have the tags selected from the tag cloud in the tag picker. So if tag A AND B is selected then all records that have A AND B assigned to them will be returned.
Include Any Tagsany records that have the tags selected from the tag cloud in the tag picker. So if tag A AND B is selected then all records that have A OR B assigned to them will be returned.
Exclude All Tagsall records that have the tags selected from the tag cloud in the tag picker. So if tag A AND B is selected then all records having A AND B assigned to them will be excluded.
Exclude Any Tagsany records that have the tags selected from the tag cloud in the tag picker. So if tag A AND B is selected then all records having A OR B assigned to them will be excluded.

How do I edit these Purchases or Orders?

To the right of each result listed from your search you can Edit the transaction with the pencil icon.

How do I make a new copy of one of these transactions?

To the right of each result listed from your search you can use the Duplicate icon (plus) to create a new copy of the transaction.