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Purchases and receipts

Buying is recorded on three levels, and each one answers a different question:

  1. A buying run (an order) groups everything bought in one go — "the July restock".
  2. A receipt is the paper that actually arrived: one supplier, one invoice or delivery note, one date. It carries the delivery charge, the VAT and the scan of the document itself.
  3. A line is one material lot on that receipt: how much came, at what price, with what expiry.

Find all of it under Purchases. Open a run to see its receipts; open a receipt to see its lines.

Purchases: a buying run expanded into the receipts that arrived on it

Buying one thing off one receipt costs nothing extra: create the receipt and the run is created for you, reading as a single row.

The receipt is where money enters​

A receipt holds what the supplier actually charged, which is more than the goods:

  • Supplier, document number, document date and the warehouse the goods land in
  • Material lines — the lots themselves
  • Tool lines — equipment bought on the same paper, which become assets rather than stock
  • Expense lines — delivery, customs, a bank fee, a discount
  • VAT — a rate, and whether the prices already include it
  • Files — a photo or PDF of the invoice, attached to the receipt

A supplier receipt with its material lines, delivery charge and VAT

Posting: what makes the delivery part of the cost​

A receipt starts as a draft — you can correct anything on it. Posting accepts it into the books, and that is the step that matters for costing:

  • Every expense line marked spread over the goods is divided across the material lines in proportion to their value, and their cost lots are repriced. A €24 delivery on a wax order does not sit in a separate expense bucket — it ends up inside the price per kilo of that wax lot, and from there inside every candle poured from it.
  • A discount works the other way and takes cost off.
  • An expense line not marked to spread (say, a bank fee you would rather see separately) stays a cost of the period and never touches unit cost.
  • If your workspace reclaims input VAT, the VAT is stripped from what the goods cost. If it does not, VAT stays in the cost, because that is what you really paid.
note

Posting is not reversible from the screen, so post a receipt when the paper in your hand is final. Before that, a draft can be edited freely.

Delivery status​

Each receipt is marked received when the goods physically arrived, and the buying run shows the tally — "2 / 3 arrived" — so a part-delivered order is obvious at a glance. Stock exists from the moment a receipt's lines are entered as delivered; the run is only the folder they sit in.

Receipts with no run​

Deleting a buying run does not destroy its receipts — they are cut loose and listed under Purchases without a run at the bottom of the screen. A receipt the screen cannot reach is a receipt that may as well not have been entered, so they stay visible until you file them under another run.

Why this matters for costing​

Every delivered line creates a cost lot at the price actually paid, and lots are consumed FIFO — see Materials. Because posting pushes delivery and non-reclaimable VAT into those lots, the unit cost on your BOM cards is the landed cost, not the sticker price.