1. Create a Purchase

• How to create a received inventory purchase
• How to select a vendor and enter the invoice number
• How to create a new product while purchasing

How to create a received inventory purchase

In this guide: Record merchandise that has already been received and add it to the selected location's inventory.

Before you start

• Confirm the location receiving the merchandise.
• Have the vendor invoice, products, quantities or serial numbers, and purchase costs ready.
• Count and inspect the merchandise before saving.

Steps

1. Open Inventory > Purchases.
2. Select New Purchase.
3. Optionally select a vendor and enter the vendor invoice number in Reference Number.
4. Search for a product and add it to the purchase.
5. Enter the received quantity for itemized products, or enter every IMEI/serial number for serialized products.
6. Enter or confirm the purchase cost.
7. Repeat until all received merchandise is listed.
8. Review the total, choose how the purchase was paid or leave an allowed balance due, and select Save Purchase.
9. Verify the saved purchase in the Purchase List and confirm the inventory is available.

Important

This workflow records merchandise as received. Do not enter items that are only ordered but have not physically arrived.

How to select a vendor and enter the invoice number

In this guide: Connect a purchase to the supplier and keep the supplier's invoice number with your record.

Vendor selection

A vendor is optional for a fully paid purchase. Select one when you want to review purchases by supplier, keep an open or consignment purchase, or track how much your business owes that supplier.

Steps

1. Start a new purchase.
2. In the Vendor area, search for and select the supplier.
3. If the vendor does not exist, use the new-vendor option, enter its details, save it, and select it.
4. Enter the supplier's invoice or bill number in Reference Number.
5. Add the received products and continue the purchase.

When a vendor is required

RepairNest POS requires a vendor for an open or consignment purchase because the remaining balance must belong to a supplier account.

Tip

Enter the number exactly as it appears on the vendor invoice. This makes the purchase easier to search and helps prevent duplicate entry.

How to create a new product while purchasing

In this guide: Add a product to the catalog without abandoning the purchase you are entering.

Steps

1. From a new purchase, search for the product by name, UPC/barcode, or SKU.
2. Confirm it is not already in the catalog.
3. Select the option to create a new product.
4. Enter the product name, category, selling price, purchase cost, UPC/barcode, and SKU as applicable.
5. Choose the correct category type: Itemized or Serialized.
6. Save the product and return to the purchase.
7. Select the new product and enter the received quantity or unique serial numbers.

Choose the type carefully

• Itemized: Interchangeable stock tracked as a quantity.
• Serialized: Individual devices tracked by IMEI or serial number.

Changing a product's type later can be restricted when stock or active serialized records exist.