The List Purchases feature provides a comprehensive overview of all purchase transactions, allowing you to filter, search, and manage purchase records efficiently. Below is a detailed guide:
Navigating to the List of Purchases
To view the list of purchases, navigate to the Purchases section in the left-hand menu and select List Purchases.
Filters
The filter options help you narrow down the list of purchases based on specific criteria:
Business Location:
Select the business location to view purchases associated with that location.
Supplier:
Choose a supplier to filter purchases made from a specific supplier.
Purchase Status:
Filter purchases by their current status (e.g., Ordered, Received, Pending).
Payment Status:
Filter purchases based on payment status (e.g., Paid, Partial, Due).
Date Range:
Specify a date range to view purchases made within a specific period.
Example: 01/01/2025 - 31/12/2025
List of Purchase
The table displays a detailed list of all purchases based on the selected filters. You can adjust the number of entries shown and search for specific records using the search bar. The table includes the following columns:
The purchase record includes options to view, edit, or delete entries, along with details such as the date and time of recording, a unique reference number, and the business location. It also specifies the supplier's name, the purchase status (e.g., Received, Pending), and the payment status (e.g., Paid, Partial, Due). Additionally, it provides the grand total, including taxes and discounts, the outstanding payment due, and the name of the user who recorded the purchase.
Purchase Summary
The summary section provides an overview of the purchase records:
Total:
Displays the total number of purchases.
Payment Status Breakdown:
Paid: Number of fully paid purchases.
Partial: Number of partially paid purchases.
Financial Summary:
Grand Total: The total amount for all purchases.
Purchase Due: The total outstanding amount for purchases.
Purchase Return: The total amount for returned purchases.
Guide to Add Purchases in G SHOP POS
The Add Purchase feature allows you to record and manage purchases effectively. Below is a guide to understanding and using this functionality:
Step 1: Add Purchases
To add purchases, access the "Purchases" module from the left-side navigation bar. Then, click add product or Click Here.
Step 2: Fill all the required fields
Purchase Details
Select the supplier from the drop-down menu. This field is mandatory.
Provide the supplier’s address (optional).
Enter a unique reference number for the purchase (optional).
The default date and time are pre-filled but can be edited as required. This field is mandatory. Example: 24/01/2025 14:28
Select the current status of the purchase (e.g., Ordered, Received). This field is mandatory.
Specify the location where the purchase will be recorded. This field is mandatory.
Choose the payment term from the dropdown menu (optional).
Product Details
Use the search bar to enter the product name, SKU, or scan the barcode. Add the following details for each product:
FieldDescription Product Name The name of the product being purchased. Purchase Quantity Quantity of the product being purchased. Unit Cost (Before Discount) Cost per unit before applying any discount. Discount Percent Percentage discount applied to the product. Unit Cost (Before Tax) Cost per unit after discount but before tax. Line Total Total cost for the product line. Profit Margin % Profit margin percentage for the product. Unit Selling Price (Inc. Tax) Selling price per unit, including tax. Lot Number Specify the lot number if applicable. MFG Date / EXP Date Manufacturing and expiry dates, if applicable.
Summary:
Total Items: Displays the total number of items added.
Net Total Amount: Shows the total cost before any additional charges.
Discounts and Taxes
Discount Type:
Select the type of discount (e.g., Fixed or Percentage).
Discount Amount:
Enter the discount value. The system calculates the total discount amount and displays it as Discount (-).
Purchase Tax:
Add applicable tax. The system calculates and displays the tax as Purchase Tax (+).
Additional Notes and Shipping Details
Additional Notes:
Add any notes or remarks related to the purchase.
Shipping Details:
Specify shipping information and enter any additional shipping charges.
Additional Shipping Charges (+): Enter the shipping cost.
Purchase Total:
Displays the final purchase total, including all discounts, taxes, and shipping charges.
Add Payment
Advance Balance:
Displays any advance balance available.
Amount*:
Enter the payment amount. This field is mandatory.
Paid On*:
Specify the payment date and time. Default is the current date and time. This field is mandatory.
Payment Method*:
Select the payment method (e.g., Cash, Bank Transfer).
Payment Account:
Choose the account where the payment will be recorded.
Payment Note:
Add any notes related to the payment.
Payment Due:
Displays the remaining balance due after the payment.
Step 3: Save changes
Please ensure you click the "Save" button to save your updates and finalize the process.
Guide to List Purchases Return in G SHOP POS
The Purchase Return feature enables efficient tracking and management of all returned purchases.
Navigating to the List of Purchases
To view the list of purchases return, navigate to the Purchases section in the left-hand menu and select List PurchasesReturn.
Filters
Refine the list of purchase returns using the following filters:
Business Location: Choose the location for the returns.
Date Range: Specify the range of dates to view returns within a specific period.
Purchase Return Table
The table provides an overview of all purchase returns, displaying:
Date: The date and time the return was recorded.
Reference No: A unique reference number for each return.
Parent Purchase: Links to the original purchase, if applicable.
Location: The business location where the return was recorded.
Supplier: The supplier associated with the return.
Payment Status: The status of payments for the return (e.g., Received).
Grand Total: The total value of the returned purchase.
Payment Due: Any outstanding balance for the return.
Action: Options to view, edit, or delete the return.
Summary Section
The summary section at the bottom of the table provides:
Total Returns: The total number of returns recorded.
Grand Total: The cumulative value of all returns.
Payment Due: The overall outstanding balance for all returns.
Step 2:Add Purchase Return
The Add Purchase Return feature helps you manage and record returned purchases efficiently. Click the "Add" button to add expenses
Follow these steps:
Supplier*: Select the supplier.
Business Location*: Specify the location.
Reference No: Enter a unique reference number.
Date*: Set the return date (default is the current date).
