📦 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.

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👤 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.

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🧾 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

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📦 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

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💰 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.

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✅ 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

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🧠 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.

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This module ensures your procurement process is transparent, timely, and reliable—keeping your stockroom ready and your financial records audit-proof.