Purchases and Suppliers

Purchases in POSERVA and FoodServa let you record the invoices you receive from suppliers. When you save a purchase invoice, the quantities are added to stock and each item's cost is updated using a moving weighted average, so your stock value and gross profit stay accurate. The Suppliers list keeps the contact details of everyone you buy from. It is used by owners, store keepers and purchasing staff.

Before You Start

• You need access to Settings > Point of Sale. On a phone, use the Purchases tile.
• The items you buy must exist and have Track stock for this item ticked. See Items, Categories and Combos.

Add a Supplier

1. Go to Settings > Point of Sale and switch the list to Suppliers.
2. Press Add. The Add Supplier window opens.
3. Enter the Supplier Name, Contact Person, Phone, Email, Address and any Notes.
4. Press Add Supplier.

To change details later, open the supplier in Edit Supplier and press Save Changes.

Record a Purchase Invoice

1. In Settings > Point of Sale, switch the list to Suppliers and select the supplier.
2. Switch the item panel to Purchase Invoices and press Add. The Add Purchase Invoice window opens with the supplier filled in.
3. Enter the Invoice Date, the PI Number (the supplier's invoice number) and any Notes / Reference.
4. Press + Add Line for each item on the supplier invoice.
5. On each line, enter the Qty and Unit Price, plus any Discount, Svc Chg and Tax shown on the supplier invoice.
6. Check the totals at the bottom against the paper invoice: Sum of Subtotals, Total Discounts, Total Tax and Grand Total.
7. Press Save. The stock is received and item costs are updated.

Buy by Pack

Suppliers often sell by the box, case or keg while you sell by the unit or the glass.

1. On the invoice line, turn on Buy by pack.
2. Enter the Packs received, the Pack unit (for example ''Box'') and the Units/pack.
3. Enter the pack price. The system converts it to the number of units received and the cost per unit.

Save as Draft

Where drafts are available, press Save as Draft to keep an invoice you have not finished checking. A draft is marked Draft: not added to stock yet. Open it later, complete it and press Save to receive the stock.

Review Purchase Invoices

The Purchase Invoices list shows the Date, PI No, Supplier, number of Lines and Total. Press the edit button on a row to open it, or to resume a draft.

How Item Cost Is Worked Out

Each time stock comes in, the item's cost becomes a weighted average of the stock you already had and the new stock:

This average cost is used for your stock value and for cost of sales.

Frequently Asked Questions

Does a Purchase Invoice Add Stock Automatically?

Yes. Saving a purchase invoice adds the quantities to stock. A draft does not add stock until you save it.

I Entered the Wrong Cost. How Do I Fix It?

Correct the purchase invoice if possible. To correct an item's cost directly, use Fix Cost in Settings > Point of Sale.

Can I Buy in Cartons and Sell Single Units?

Yes. Use Buy by pack on the purchase line and set Units/pack. Stock is received in single units.

Is This the Same as Accounts Payable?

No. Purchase invoices here track stock and cost. Supplier payments made in cash from the drawer can be recorded as a Supplier payment cash out. See Cash Drawer and Shift Report.

Related Guides

• Stock Management
• Items, Categories and Combos
• Cash Drawer and Shift Report