Purchase & Inventory

The Purchase module manages the buying side of your business: vendors, purchase orders, vendor bills, the payments and credits against them, your purchasing product catalog, stock/inventory, and purchasing reports.

This top-level menu group appears when the Purchase module is enabled and your role has access. Its sub-items include Vendors, Products, Purchase Order, Bills, Vendor Payments, Vendor Credits, Inventory and Reports. Numbering and terms are configured under Settings → Purchase.

Vendors

Vendors are your suppliers.

To add a vendor, click Add Vendor and fill in:

Each vendor record has tabs for an overview, contacts, notes (which can be password-protected), bills, purchase orders and payments. Vendor categories are managed separately.

Purchase Orders

A purchase order (PO) is what you send a vendor to order goods or services.

Key fields: Order Number, Vendor, Currency and Exchange Rate, Order Date, Expected Delivery Date, Delivery Address, Calculate Tax (after/before discount), Delivery Status, line items (item, HSN/SAC, quantity + unit, unit price, taxes, amount, image), Discount, Note and file attachments.

Save options: Save, Save & Send, Save & Mark as Sent, or Save as Draft. You can download a PO as a PDF (several templates) and email it to the vendor.

Delivery status tracks the PO's fulfilment:

• Not started
• In transaction (in transit)
• Delivery failed
• Delivered

Bills

A bill records what a vendor has charged you. You can create a bill on its own or from an existing purchase order (which pulls in the PO's items).

Key fields: Bill Number, Vendor, Bill Date, an optional Purchase Order to pull items from, line items, and a Note. Save options: Save as Draft or Save as Open. Bills can be downloaded as PDFs and sent to the vendor.

Bill statuses:

Vendor Payments

Record payments you make to a vendor against their open or partial bills.

1. Click Add Vendor Payment and choose the Vendor.
2. The vendor's outstanding bills load automatically.
3. Enter the amount paid against each bill.
4. If you pay more than is owed, BusinessHRM asks you to confirm the excess (held as an advance).

Vendor payment records can be downloaded as a PDF.

Vendor Credits

A vendor credit is a credit note from a vendor (for a return or correction). Create one against a vendor with a credit note number, date, line items and note, then apply it to a bill to reduce what you owe. Vendor credits can be downloaded as PDFs.

Purchase Products

The Purchase module has its own product catalog that extends the core Products with buying details — goods vs service type, cost price, and inventory tracking. Only goods can track inventory; services cannot. You can add images, change a product's status and adjust its inventory here.

Inventory & stock adjustments

For products with inventory tracking enabled (and an opening stock), the Inventory screen shows stock on hand, adjustment history, files and valuation.

Stock adjustments come in two types:

• Quantity — change the quantity on hand (records the new quantity, the amount adjusted, and the cost price).
• Value — change the valuation (records the changed and adjusted value).

Each adjustment records a date, reference number, reason and description. Adjusting also updates the product's cost price.

Adjustment reasons are a managed list — each reason has a single Reason Name you can edit inline, so your adjustments are categorized consistently.

Reports

The module includes four purchasing reports:

• Inventory Summary
• Inventory Valuation Summary
• Purchase Order Report
• Vendor Balance Report

Settings

Under Settings → Purchase you can configure, for each document type (Purchase Order, Bill, Vendor Credit), the number prefix, separator and digit length (with a live preview), plus your purchasing Terms & Conditions, a digital signature, notifications, and the SMTP settings used to email vendors.

Permissions

The Purchase menu shows when you have access to any of its areas. Relevant permissions include: view vendor, view purchase order, view bill, view vendor credit, view inventory, view vendor payment, the matching add/edit/delete permissions, add/edit inventory for stock adjustments, view order report for reports, and view purchase setting for settings.

Tips

• Create bills directly from purchase orders to avoid re-typing line items.
• Always pick an adjustment reason when changing stock so your inventory history is auditable.
• Use Vendor Credits → Apply to Bill to offset what you owe instead of waiting for a refund.
• Set your numbering prefixes in Purchase Settings before you start so all documents are numbered consistently.