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Purchase Records

Posted
Updated
ByLakshmi Kammara

The Purchase Records module is used to create, manage, review, and track purchase-related documents such as Purchase Invoice (PI) and Purchase Orders (PO).

How to Access

  1. From the main menu, click Operations.
  2. Select Purchase Records.

After opening Purchase Records, select the required Voucher Type from the dropdown.

Branch

The Branch dropdown provides the available branch locations configured for the organization.

  • Branch – Select the branch location for the purchase records you want to view or create.

Voucher Types

The Voucher Type dropdown provides the following options.

  • Purchase Invoice (PI) – Used to record invoices received from suppliers for purchased goods or services.
  • Purchase Order (PO) – Used to create and manage orders placed with suppliers.

Purchase Records Options

The available options depend on the selected voucher type. The main options shown are:

  • Records Pending Approval
  • Approved Records
  • New Record

When Purchase Order (PO) is selected, the interface displays the Purchase Order records and the options above.

Records Pending Approval

The Records Pending Approval section displays purchase records that have been saved but are awaiting approval.

Users can review the pending records and approve them as required.

The table displays information such as

  • Date
  • Series
  • Number
  • Party
  • Amount with GST
  • View

Approved Records

The Approved Records section displays purchase records that have already been approved.

By default, the records are displayed according to the selected Month/Year.

Filters and Controls

The section provides:

  • Month/Year – Select the month and year for which records should be displayed.
  • Number of records – Controls the number of records displayed on page.
  • Excel Export – Exports the displayed purchase records to Excel.
  • Excel Export With Product List – Exports the Purchase Records with product items.
  • Column Filters – Filters records using the filter icons available in the table headers.

Approved Records Table

The table contains:

  • Date – Date on which the Purchase record was created.
  • Series – Voucher series, such as PI or PO.
  • Number – Unique voucher number.
  • Party – Suppliers associated with the purchase record.
  • Amount with GST – Total amount of the purchase record, including applicable GST.
  • View – Opens the selected purchase record for viewing.
  • Print – Opens the record for printing.

Pagination controls at the bottom allow users to move between pages when multiple records are available.

Pending Status

The Pending Status option is available in Purchase Records only when Purchase Invoice (PI) is selected as Voucher Type.

It displays the pending Purchase Order (PO) and helps users track the quantities ordered, received, and still pending for each product. It helps users track quantities ordered, received, and remaining when processing Purchase Invoices against Purchase Orders.

How to Access

  1. Go to Operations -> Purchase Records.
  2. Select Branch.
  3. Select Purchase Invoice (PI) from the Voucher Type dropdown.
  4. Click Pending status.

Note: A Purchase Order (PO) appears in the Pending Status section only after it has been approved.

Status Options

The Pending Status section provides two status options:

  • Pending – Displays Purchase Order items for which the ordered quantity has not been fully received.
  • Completed – Displays Purchase Order items whose required quantity has been fully received or have otherwise been marked as completed.

Close

The Close button is used to close the selected pending Purchase Order Item.

  • Select the checkbox for the required entry.
  • Click Close.
  • The selected entry is moved from Pending to Completed.

This allows users to close a pending PO item when no further action is required for that quantity.

Purchase Order Status Table

The table provides product level details from the pending Purchase Orders.

  • Qty Ref Closed – Checkbox used to select the PO item for closing.
  • Name – Name of the supplier associated with the Purchase Order.
  • Date – Date on which the Purchase Order was created.
  • Series – Vouchers series of the source record, such as PO.
  • Number – Unique Purchase Order number.
  • Product Code – Code assigned to the product in the Purchase Order.
  • Product Name – Name of the product included in the Purchase Order.
  • Original – Original quantity items specified in the Purchase Order.
  • Received – Quantity already received against the Purchase Order.
  • Balance – Remaining quantity yet to be received.

A Purchase Order can appear in multiple rows when it contains multiple products, with each product and its quantity tracked separately.

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