Purchasing Guide

The Purchases module allows you to record, track, and manage all raw material and supply purchases made by Lofty Golden Oil Ltd. Every purchase recorded here automatically updates your inventory, ensuring stock levels are always accurate.

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Overview

The Purchases module provides:

• A complete history of all recorded purchases
• Ability to record new purchases with automatic stock updates
• Supplier tracking and management
• CSV export for reporting and analysis
• Integration with Inventory (auto stock increase on purchase)

Role access: The Purchases module is accessible to Admin and Production roles only.

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Viewing Purchase History

When you navigate to Purchases in the sidebar, you will see a table of all recorded purchases.

DataTable Features

The purchase history table includes all standard DataTable capabilities:

Sorting

1. Click any column header (e.g., Date, Supplier, Product, Quantity, Total Cost) to sort.
2. Click the same header again to reverse the sort order.
3. The current sort column and direction are indicated by an arrow.

Searching

1. Use the SearchBar at the top of the purchases table.
2. Type a search term — you can search by supplier name, product name, or purchase date.
3. The table updates in real time as you type.

Pagination

1. Use the pagination controls at the bottom of the table to navigate between pages.
2. Adjust the rows per page to display more or fewer records at once.

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Recording a New Purchase

Step-by-Step Instructions

1. Navigate to Purchases in the sidebar.
2. Click the + New Purchase button (top-right of the purchases table).
3. A purchase entry form will appear. Fill in the following fields:

Step 1: Select a Supplier

1. Click the Supplier dropdown.
2. Select an existing supplier from the list.
3. If the supplier is new, click + Add New Supplier (or the equivalent option in the dropdown).
4. Fill in the new supplier details:

Field	Description	Required
Company Name	The supplier's business name	Yes
Contact Person	Name of your primary contact	Yes
Phone	Supplier's phone number	Yes
Email	Supplier's email address	No
Address	Street address	No
City	City	No
State	State or region	No

5. Click Save to create the supplier and select them for this purchase.

Step 2: Enter Purchase Details

Field	Description
Purchase Date	The date the purchase was made (defaults to today)
Product	Select the product being purchased from the dropdown
Quantity	The number of units purchased
Unit Cost	The cost per unit from the supplier
Notes	Optional — any additional details about the purchase

Step 3: Enter Line Items

1. Select the Product from the product dropdown. This lists all active products in your inventory.
2. Enter the Quantity purchased (e.g., 200 for 200 litres).
3. Enter the Unit Cost — the price per unit charged by the supplier.

Step 4: Review the Auto-Calculated Total

• The Total Cost is calculated automatically: Quantity × Unit Cost.
• Verify the total matches your invoice or receipt from the supplier.

Step 5: Add Notes (Optional)

• Add any relevant notes such as invoice reference numbers, delivery details, or special instructions.

Step 6: Save the Purchase

1. Click the Save button.
2. The purchase is recorded, and your inventory stock is automatically increased by the purchase quantity.

Important: Once saved, the purchase quantity is added to the product's current stock in the Inventory module. No manual stock adjustment is needed.

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Editing a Purchase Record

1. Navigate to Purchases in the sidebar.
2. Locate the purchase record you want to edit using search or scrolling.
3. Click the Edit icon (pencil) in the Actions column.
4. Modify the fields as needed:
   • Changing the Quantity or Product will trigger a stock re-adjustment.
   • Changing the Unit Cost will update the total cost.
5. Click Save to apply changes.

Note: Be cautious when editing quantity or product fields — the system will automatically adjust inventory accordingly.

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Deleting a Purchase

1. Navigate to Purchases in the sidebar.
2. Locate the purchase record you want to delete.
3. Click the Delete icon (trash can) in the Actions column.
4. A ConfirmDialog will appear.
5. Click Confirm to proceed.

Important: When a purchase is deleted, the system automatically adjusts the stock back — the purchase quantity is subtracted from the product's current stock. This ensures inventory accuracy.

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Supplier Management

Suppliers are shared entities across the system. You can manage suppliers through:

1. The Purchases module — when creating or editing a purchase.
2. The Customers & Suppliers section — accessible from the navigation.

Viewing Suppliers

Supplier records include:

Field	Description
Company Name	The supplier's business name
Contact Person	Primary contact
Phone	Phone number
Email	Email address
Address	Street address, city, state
Created Date	When the supplier was added to the system

Creating a New Supplier

1. Navigate to the supplier section (or use the "+ Add New Supplier" option when creating a purchase).
2. Fill in the required fields: Company Name, Contact Person, Phone.
3. Optionally fill in Email, Address, City, and State.
4. Click Save.

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Understanding Purchase Impact on Inventory

When a purchase is recorded, the following happens automatically:

1. Stock increases: The product's current stock quantity is increased by the purchase quantity.
2. Stock value updates: The product's total stock value is recalculated.
3. Audit log entry: The purchase action is recorded in the system audit log.
4. Dashboard updates: Revenue, stock, and production metrics on the Dashboard reflect the new data.

This automatic linkage ensures your inventory is always in sync with your purchasing activity, eliminating the need for manual stock entries.

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Tracking Purchase History by Supplier

To view all purchases from a specific supplier:

1. Navigate to Purchases in the sidebar.
2. Use the SearchBar and type the supplier name.
3. The table will filter to show only purchases from that supplier.
4. Sort by Date to see the chronological purchase history.

This is useful for:

• Reviewing pricing trends over time
• Verifying delivery records
• Preparing for supplier negotiations

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Using Purchases for Cost Analysis

Purchase data feeds into several analytical functions:

1. Unit Cost Tracking: Monitor how supplier prices change over time for the same product.
2. Total Spend Analysis: Export purchase data to CSV and analyze total spending by supplier, product, or time period.
3. Production Costing: Production costs in the Production module reference purchase costs for raw materials.
4. Margin Analysis: Compare purchase costs against selling prices to understand product margins.

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CSV Export

You can export purchase data for external reporting:

1. Navigate to Purchases in the sidebar.
2. Optionally apply search or filters to narrow the data.
3. Click the Export CSV button.
4. A CSV file will be downloaded containing all visible purchase records, including columns for date, supplier, product, quantity, unit cost, total cost, and notes.

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Keyboard Shortcuts

Shortcut	Action
Cmd + N / Ctrl + N	Create a new purchase (when on the Purchases page)
Escape	Close the new purchase form or any open modal

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Role Access Summary

Role	View Purchases	Create/Edit/Delete	Supplier Management
Admin	Full access	Full access	Full access
Production	Full access	Full access	Full access
Sales	No access	No access	No access
Accountant	No access	No access	No access

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Troubleshooting

• Stock not updating after purchase: Ensure you clicked Save on the purchase form. Check the Inventory module to verify the stock change.
• Supplier not appearing in dropdown: The supplier may be inactive or not yet created. Use the "+ Add New Supplier" option.
• Cannot delete a purchase: Verify you have the correct role (Admin or Production).
• Incorrect total cost: Review the Quantity and Unit Cost fields. The Total Cost is auto-calculated as Quantity × Unit Cost.
• Duplicate purchase entry: Check the purchase history for duplicates. Delete any erroneous entries — stock will be automatically adjusted back.