Creating a Purchase
Purchases are used to receive inventory from suppliers and add stock to your business.
When a purchase is posted, IsleBooks POS updates inventory, records supplier balances, and creates the corresponding accounting entries (if accounting is enabled).
Creating a Purchase
Go to Purchases → Add Purchase.
Select the Supplier.
Select the Business Location.
Choose where the stock should be received.
Complete the purchase details.
Add the purchased products.
Click Create Purchase.
Purchase Information
Supplier
Select the supplier for this purchase.
If the supplier does not exist, create them first under:
People → Suppliers
Location
Select the business location the purchase belongs to.
Receive Stock Into
Choose where the inventory should be received.
By default, stock is received into the selected business location, but you may also choose another destination such as a warehouse (if configured).
Purchase Status
Choose the current purchase status.
Examples include:
Received
Pending
Ordered
Supplier Invoice Number
Enter the supplier's invoice or reference number.
If left blank, IsleBooks POS can automatically generate one.
Purchase Date
Select the supplier invoice date.
Payment Terms
Specify payment terms such as:
Immediate
30 Days
60 Days
This helps track supplier due dates.
Notes
Enter any internal notes relating to the purchase.
Uploading Supplier Invoices
Supplier invoices can be attached directly to the purchase.
Supported file types include common image and document formats.
The uploaded invoice becomes part of the purchase record for future reference.
AI Invoice Extraction
Instead of entering purchase details manually, IsleBooks POS can extract information from supplier invoices using AI.
Upload the supplier invoice.
Click Auto-fill from Invoice.
The AI automatically extracts available information, including:
Supplier
Invoice Number
Invoice Date
Products
Quantities
Unit Costs
Review the extracted information before saving the purchase.
Note: AI extraction assists with data entry. Always verify the imported information before posting the purchase.
Adding Products
Search for products by:
Product Name
SKU
Barcode
After selecting a product, enter:
Quantity
Unit Cost
Discount (if applicable)
Tax
Batch Number (if enabled)
Manufacturing Date
Expiry Date
Serial Numbers / IMEIs (if enabled)
Click Add Line to include additional products.
Purchase Totals
IsleBooks automatically calculates:
Subtotal
Tax
Discount
Shipping
Final Total
Additional discounts and shipping charges can also be entered manually.
Initial Payment
If payment is made when creating the purchase, enter:
Paid Amount
Payment Method
Paid From (Cash Register or Account)
Leave the amount as 0 if the purchase remains unpaid.
Viewing Purchases
All purchases can be viewed from:
Purchases → Purchases
From there you can:
View purchases
Edit purchases
Record payments
Print labels
View attached invoices
Review audit history
Product Not Found
If a product cannot be found while creating a purchase, check the following:
Product Does Not Exist
Verify that the product has been created under Inventory → Products.
Product Is Not Available at the Selected Location
Ensure the product is assigned to the selected business location.
Stock Tracking Is Disabled
Only products with Enable Stock Tracking enabled can be received through Purchases.
Services and other non-stock items are not available for purchase transactions.