Adding Purchase
- Go to – Purchases -> Add Purchases
- Type Supplier Name or Business name in the Supplier field. If the supplier doesn’t exist, you must add them from Contacts -> Suppliers -> Add
- Enter Purchase reference number, Purchase date & Order Status.
- Select Business Location: Select a location where you want to add the purchase. You can add a new Location from Settings -> Business Locations.
- Type product name or scan the product barcode number. It will show matching products; select a product to add it to the purchase list.
- On adding a new product, you can enter purchase quantity, purchase price, and tax information.
- To add a discount: Select the discount type (fixed or percentage) and enter the amount. S-Keub will auto-calculate the amount after discount.
- Enter purchase tax, Shipping Details, Additional Shipping charges, Payment status, & Additional notes.
You can view the list of purchases from Purchases -> List Purchases.
You can Print Labels for your purchase by clicking “Print Labels” in the List Purchases screen.
See details on printing labels here.
No matching product found
This error will be displayed under 3 conditions:
- Reason 1: There are no products matching the name or SKU which you have entered. Check it in the List Products screen.
- Reason 2: Check that the business location selected in Add Purchase has that product. So if the business location is Location-1, then in add/edit product the product must be assigned to that location. Check more here in Add/Edit Products
- Reason 3: Make sure the product has Stock-Management ENABLED in Add/edit product. If stock management is not enabled in products, then it won’t show in add/edit purchase.
Payment Statuses
- Paid: The PO is 100% paid.
- Due: The PO is 100% unpaid.
- Partial: A partial amount of the PO has been paid.
- Overdue: The PO is 100% unpaid & past the due date.
- Partial Overdue: A partial amount of the PO remains unpaid & past the due date.
Adding Payments
Adding payment when adding purchase:
In the add purchase screen, you can add the payment for the purchase.
Adding payment from the List Purchase screen
In List Purchases, click the actions for any PO and it will display the list of actions for it. This option is not displayed if there is no payment due.
Adding payments from Contact
Go to Contacts -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”; click on it and pay the amount. The “Pay Due amount” option is not displayed if there is no payment due.
Adding/Editing Payment Method or Pay-Via
Follow Add/Edit Pay-Via / payment method.
Purchase Invoice:
An invoice for purchase can be generated at every purchase.
To print a purchase invoice, go to List Purchase > Actions > Print.
Barcode for Purchase Invoice:
The barcode is automatically generated in the purchase invoice based on the purchase invoice number.
What is Purchase Requisition (PR)
The purchase requisition is a document that an employee creates to request a purchase of some products when the stock reaches a low level.
Only products less than the alert quantity will be shown while creating the purchase requisition.
Enabling Purchase Requisition
Go to Settings -> Business Settings -> Purchase and enable the purchase requisition check box.
The purchase requisition tab will be shown in the sidebar.
Click on the Add button and provide the required details. Refer to the screenshot below.
NOTE: At least one purchase entry must be recorded for a product in order for it to appear on the Purchase Requisition screen. If no purchase has been added for the product you are trying to include, it will not be displayed in the Purchase Requisition screen.
Converting Purchase Requisition to Purchase Order
Once a PR is added, it can be converted to a Purchase Order.
To convert it into a purchase order, follow the steps below.
Go to Purchase order -> Add. [See the Purchase Order section of the Purchases article]
Here, when you select the corresponding supplier, the PR ID will be shown.
Select the required PR ID.
Partial Purchase
If the ordered quantity in the PR is reduced while converting it into a purchase order, then the status will automatically change from ordered to partial.
What is a Purchase Order?
A purchase order is a document given by the buyer (usually you) to the supplier to request a purchase of goods.
A purchase order contains the buyer’s invoicing details, delivery details, products, quantities, pricing, tax, discounts, payment terms, payment details, shipping charges if any, and other notes.
The supplier will issue a sales order against the purchase order you have provided.
A purchase order has multiple statuses: Ordered, Partial, Completed
Enabling Purchase Order
To enable Purchase Order, follow the steps below:
- Go to Settings -> Business Settings
- Purchase tab -> Enable Purchase Order
- Save it.
Using Purchase Order in S-Keub
Creating purchase order
After enabling Purchase Order, inside Purchase you’ll find the Purchase -Order menu.
Go to Add Purchase Order, fill in all the details and save it.
Stock is not added on issuing purchase orders.
Once a Purchase order is created you can print it and send it to the supplier.
Converting purchase Order to Purchase
On receiving a purchase order, the supplier issues a sales order or invoice.
- Go to Purchase -> Add Purchase, select the supplier.
- Selecting it will populate the list of all Purchase orders related to the supplier in the “Purchase Order” dropdown.
- Select the Purchase Order and it will auto-load the products for that order with the product’s price, tax and discounts applied automatically as per the sales order.
- You can increase or decrease the quantity.
- Save it and the status of the Purchase order will change automatically.
Adding Bonus Items or Free items given by Suppliers
There are 2 ways you can do this:
Solution 1:
When adding purchases, simply make the purchase price 0 for the free items.
Solution 2:
Find the average price of the item and use that as the unit price.
For example, if you purchase 10 units at a price of $2 each, 10X2 = $20
and get 2 units free, then the average cost of each will become 20/12 = $1.67
Purchase custom fields
You can add some custom fields in add/edit purchase & view purchase.
To enable custom fields:
- Go to Settings -> Business Settings -> Label for purchase custom fields:
- Provide a label for the fields you need; fields will automatically be enabled once the label is added.
- Check the “Is required” checkbox to make the field required in add/edit purchase.