# 📦 Suppliers & Purchases
The Suppliers & Purchases module in Advance POS is your go-to system for managing supplier records, tracking purchase invoices, and overseeing your inbound stock flow.
Whether you’re placing restock orders, receiving goods, or maintaining a clean record of procurement transactions, this module provides all the tools you need.
***
### 👤 Add a New Supplier
Easily register new suppliers using a straightforward form. This helps keep your database current and searchable.
#### ➕ Add Supplier Form
| Field | Description |
| ------------- | --------------------------------------------------------- |
| Supplier Name | The company or business name of the supplier |
| Contact Name | Person of contact (owner, rep, or manager) |
| Email | Supplier’s email (optional but useful for correspondence) |
| Phone | Supplier’s phone number |
Click Save to instantly add the supplier to your supplier list.
🧠 *Tip:* Keep your supplier contact details updated for quick follow-ups on delivery issues or payment terms.
***
### 🧾 Add New Purchase Invoice
Once suppliers are in the system, you can begin creating purchase invoices to record inbound stock orders.
#### ➕ Add Purchase Invoice Flow
1. Select Supplier
Choose the supplier from the dropdown (e.g., *المورد احمد*).
2. Reference
Automatically generated or custom purchase reference ID.
Example: PUR20250722074653
***
#### 📦 Add Products to the Invoice
Each row lets you add a product with quantity and cost. You can also view stock status before purchasing.
| Field | Details |
| ------------- | ---------------------------------------- |
| Product | Name of the product being restocked |
| SKU & Barcode | For easy scanning and tracking |
| Available | Current stock available in your system |
| Cost | Purchase cost per unit from the supplier |
| Quantity | Number of units ordered |
| Total | Calculated as Cost × Quantity |
| Action | 🗑️ Remove item from invoice |
🛒 Example:
* 🎓 *Convocation / Graduation* – 2 units @ $140 = $280.00
* 🆕 *New name* – 2 units @ $6,000 = $12,000.00
***
#### 💰 Payment & Delivery Details
Below the product list, the system calculates the full financial summary of the invoice.
| Field | Description |
| ------------------- | ----------------------------------------- |
| Advance/Paid Amount | Prepaid amount given to the supplier |
| Payment Status | Unpaid / Partial / Paid |
| Delivery Status | Not Arrived / In Transit / Delivered |
| Total Cost | Subtotal of product values |
| Tax | Automatically calculated tax (if enabled) |
| Invoice Amount | Total amount including tax |
| Due Amount | Invoice Amount - Advance Paid |
Once all values are entered, click Save to finalize the invoice.
📌 Saved invoices are instantly available for viewing, tracking, and filtering under the Purchase Invoices section.
***
### ✅ Key Features Summary
| Feature | Function |
| -------------------- | -------------------------------------------------------- |
| 🧍 Supplier List | Create, view, or manage supplier records |
| 🧾 Purchase Invoices | Track product purchases, payments, and delivery |
| 📦 Stock Awareness | View product availability during invoice creation |
| 💳 Payment Tracking | See prepaid, due, and total values clearly |
| 🚚 Delivery Status | Stay updated on which orders have arrived or are pending |
| 🔍 Quick Search | Instantly find suppliers or invoices |
| 🛠 Actions | Edit, delete, or update records easily |
***
### 🧠 Best Practices
* Always double-check supplier details before saving an invoice.
* Use reference numbers to reconcile orders with physical deliveries.
* Update the delivery status once the stock physically arrives.
* Ensure the tax and advance amounts are accurate to avoid mismatch in financial reports.
***
This module ensures your procurement process is transparent, timely, and reliable—keeping your stockroom ready and your financial records audit-proof.
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