Record stock: a whole vendor bill, a stock count, or a scanned paper
The Purchases & stock adjustments page: the History tab, recording a whole vendor bill or stock count on one form, what to pay now, and scanning a supplier's paper instead of typing.
5. Purchase & Adjustment List
Every entry that has moved stock, other than sales. Open it from Items & Purchases → Purchase & Adjustment List. The page is headed Purchases & stock adjustments and has two tabs: History and Scan a paper.
5.1 The buttons at the top
Record stock opens the entry form (section 6).
Scan a paper jumps to the Scan a paper tab (section 6.4).
More holds Upload purchases (many purchases from a spreadsheet), Upload adjustments (a stock count or corrections from Excel) and Export to CSV (everything on the list). The uploads are covered in the Upload & Scan guide.
5.2 The History tab
Dates — pick a period, or press All dates to see everything ever recorded.
Summary tiles — Bought from vendors (money), Stock added (adjustments) and Stock removed (adjustments) (units), and Vendors bought from.
Type chips — show only one kind of entry. Each row's Type badge reads Purchase, Stock added, Stock removed, Transfer in or Transfer out (transfers come from the Consolidator).
Search — by item, vendor or type.
Columns — Date, Item, Type, Vendor, Qty, Unit cost and Value. Value is what the vendor billed. Where no amount was recorded (older entries, and every adjustment) it shows in grey as quantity × unit cost.
A row with no vendor is an adjustment; a row with a vendor and a value is a purchase. That difference is the subject of section 7.
6. Recording a purchase or an adjustment
Record stock opens one form for a whole vendor bill or a whole stock count — as many lines as the paper has, saved together.
6.1 Step by step
The form has three buttons at the top. Choose one first:
Button
Use it for
Purchase
Bought from a vendor. Adds stock and records what you paid or still owe.
Add stock
Found, returned or miscounted stock. No vendor, no payment.
Remove stock
Damaged, expired, lost or used up. Taken off at the item's average cost.
Choose what you are recording — Purchase, Add stock or Remove stock.
Date — defaults to today. Change it to the day the stock really moved. A future date shows a warning.
Vendor (Purchase only) — who you bought from. A new supplier? The Add a vendor link opens Vendors & Transactions — add them there first, then come back.
Add the items — type in Search an item to add… and press Enter. Each pick shows how many you have and its cost. Add as many lines as the bill has.
Fill each line — Quantity (whole numbers only) and Unit cost (for Remove stock this shows the Avg. cost and cannot be changed). The line shows its Line total and the After figure — how many you will have once it is saved. After turns red if it would go below zero.
Payment (Purchase only) — the totals box shows the bill total. Paid follows the total until you type your own figure; untick Paid in full if you are paying part now. Still owed to vendor shows what is left. If you paid anything now, choose Paid with (the payment type).
Press Save, read the summary (for example "… for ₦45,000, leaving ₦15,000 owed") and confirm.
Selling prices do not change here. Buying stock never changes what you charge. To change a price, edit the item on the Item List or use Upload Data → Prices.
6.2 What the form stops you doing
Message
What to do
Choose the vendor you bought from.
Pick a vendor. A new one must be added on Vendors & Transactions first.
…quantity must be a whole number.
Stock is counted in whole units. Record 2, not 1.5.
Amount paid cannot be more than the total.
To pay a vendor in advance, record it on the vendor's page instead.
A Cash vendor must be paid in full.
A vendor named Cash is always paid in full. To record a balance owed, pick the real vendor.
Choose how you paid.
You entered a paid amount, so choose the payment type.
6.3 If some lines fail
Lines are sent in batches. If a batch fails, the lines already saved stay saved and are taken off the form; the message says how many were recorded. Press Save again to send the rest. Nothing was recorded means no line was saved — check your connection and try again.
6.4 Scan a paper instead of typing
The Scan a paper tab turns a supplier's receipt, a delivery note or your own handwritten list into entries — handwriting is fine.
Choose Purchase (goods a vendor sold you) or Stock adjustment (a stock count, damages or shortages).
Take or upload a photo. A long sheet? Add several photos; their lines are added together.
Check what was read: correct a line, or untick it to leave it out. Nothing is saved until you confirm.
Each photo uses usage units. When you confirm, the History tab refreshes with the new entries. The same reader is described in full in the Upload & Scan guide.
6.5 From the dashboard's low-stock list
The Buy link next to a low-stock item on the dashboard opens this form with that item already on it.