Raising a New Purchase

Raising a New Purchase

To raise a new purchase in Easify click the Create New Purchase button in the main Purchases window, or alternatively choose Purchases Add New Purchase from the menu bar.

Enter the items to be purchased by dragging them onto the Purchase from the main Products window. Easify will then automatically pull in the details for the product.

Or you can enter the items by typing their SKU directly into the SKU column of the purchase. Easify will then automatically pull in the details for the product.

Alternatively, if the purchase is to record an expense such as rent or electricity, or the purchase of a non-stock product such as office stationery or equipment, you can just type the description of the expense into the description field and manually enter the cost price in the Price Each column.

TIP: Unlike Orders, Purchases do not have to be linked to a stock product. So if the purchase is to record an expense which isn't related to a stock item, such as rent or electricity, you can just type the description of the expense in to the Description field.

When Easify automatically pulls in the details for the product, it will take the cost price from the details on the main Products windows.

If the price has changed since you last purchased that product, you can overtype the cost price in the Price Each column.

When you move the purchase to 'On Order', Easify will detect if the cost price has changed and ask you if you wish to 'backflush' the price change, and change the cost price of the Product in the main Products window.

NOTE: As Easify calculates the Retail or Trade price for a Product based on cost price + margin (or markup), if you 'backflush' the cost price into Easify, it will alter your Retail or Trade price for that Product.

You can change the VAT code on each line by clicking on the drop down arrow in the VAT column. Easify will automatically calculate the VAT according to the VAT code being used for each line of the purchase.

TIP: As there are various HMRC authorised ways of calcualting VAT (i.e. per item or per order, 0% VAT on delivery element etc), the invoice you receive from your supplier may have a different VAT amount on it, to the amount which is calculated by Easify.

You can overtype the VAT amount on a purchase by clicking in the VAT box, highlighting the text, and overtyping the amount.

If you use Easify to generate your VAT return, the amended amount will show on your VAT return.

NOTE: Products can also be added to a purchase automatically by the Automatic Stock Control System. This happens when auto purchasing is enabled and out of stock products are added to active orders.

Toolbar Buttons Reference
  • Open a list of your suppliers in a new Suppliers window.
  • View details of the current supplier on the purchase.
  • Pick a supplier from a list of your suppliers to add to the purchase.
  • Open a new Products window.
  • Search your product inventory for products to add to the purchase.
  • Add a new internal note to the purchase.
  • Delete a selected product from the purchase.
  • Make a payment on the current purchase.
  • View or edit a payment plan for the current purchase.
  • Launch the Purchase Receiver to book in stock.
  • Print paperwork i.e. Purchase Order for the current purchase.

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