Purchases Module
The Purchases module is now documented as a governed receiving workflow, not only a stock-in form. In the current build it captures receiving warehouse and bin, transport and storage intake notes, quarantine-on-receive, label-generation intent, invoice and COA evidence, receiving evidence, shared or manual tax handling, and the batch and expiry detail that downstream release, valuation, compliance, and replenishment logic depends on.
Core rule: purchases are still the formal inbound document. Draft records are working entries, while completed records become official stock-in history and feed downstream inventory and governance workflows.
Receiving governance workflow
What was added in the modernization pass
- Receiving location: purchases now carry warehouse and warehouse-bin context through create, edit, list, invoice HTML, and invoice PDF surfaces.
- Governed receiving flags: quarantine on receive and label generation can be captured directly on the purchase header.
- Intake notes: discrepancy notes, transport notes, and storage intake notes are recorded as part of the receiving packet.
- Evidence uploads: invoice files, COA files, and receiving evidence files can be attached to the purchase record and reused downstream.
Current purchase header fields
Fields shown at the top of the live form
- Supplier: selected through the shared custom select and used to scope item choices.
- Receiving Warehouse: selected through the shared location-aware select.
- Receiving Bin: filtered by the selected warehouse and validated server-side.
- Purchase Date: shared datepicker field with quick shortcuts.
- Reference No: generated document reference.
- Invoice No: generated invoice reference field.
- Notes: optional purchase-level notes.
- Status: draft, completed, or cancelled through the shared segmented control.
Current purchase line structure
The purchase lines are where the module becomes important to the governance model. They do not just capture quantity and cost. They also capture batch and date context used downstream.
Fields currently used on each purchase line
- Product: selected from the supplier-linked item list.
- Batch No: optional or required depending on the downstream product and batch workflow.
- Qty: purchased quantity for the line.
- Unit Cost: commercial cost basis for the batch or line.
- Line Total: calculated line amount.
- Manufacture Date: shared datepicker field for production context where needed.
- Expiry Date: shared datepicker field for expiry-sensitive stock.
Totals and value controls
Commercial totals captured by the form
- Subtotal: raw line-value sum.
- Discount: purchase-level discount.
- Tax Rule: optional reusable tax rule from the Tax Rates module.
- Tax Type: flat amount or percentage when manual entry is used or when a saved rule auto-fills it.
- Tax Value: the shared or manual value that drives tax calculation for the document.
- Tax Amount: calculated tax applied to the discounted taxable amount.
- Grand Total: final payable amount after commercial adjustments.
Shared tax rules in purchases
How purchase tax rules work
- Saved tax rules: only active rules that are marked as available for purchases appear in the Tax Rule selector.
- Default behavior: the default active purchase tax rule is preselected when one exists.
- Manual override: the receiver or buyer can clear the saved rule and use manual tax type and tax value when a supplier invoice does not match the shared catalog.
- Invoice visibility: invoice HTML and PDF now show the tax rule, tax value, and calculated tax amount instead of only a legacy tax percentage field.
Shared UI conventions used in purchases
Current frontend behavior
- Supplier selection uses the shared custom select contract.
- Receiving warehouse and bin follow the same shared select system and enforce warehouse-to-bin matching.
- Purchase date, manufacture date, and expiry date use the shared datepicker pattern.
- Document status uses the shared segmented control.
- Tax Rule and Tax Type use the same shared select system as the rest of the modernized form.
- Receiving notes, upload fields, and location visibility use the same modern premium form language as the other updated transaction screens.
Status and posting rules
How status changes the meaning of a purchase
- Draft: working record, editable, and not yet the final inbound stock commitment.
- Completed: official inbound record that feeds inventory and reporting.
- Cancelled: kept for history and commercial audit visibility.
How purchases connect to the governance suite
Purchases are now documented as the beginning of the governed stock lifecycle. They do not finish the story on their own. In the current build, purchase completion provides the lot, cost, and expiry context that later surfaces in release, recall, rescue, compliance, and reporting workflows.
Downstream effects of a completed purchase
- Inventory value and stock history become reportable.
- Shared tax metadata becomes visible on purchase invoices, PDFs, and transaction review surfaces.
- Batch and expiry data become available for release and risk workflows.
- Receiving evidence becomes part of the audit trail and purchase document surfaces.
- Quarantine and label-generation intent become visible to warehouse and governance flows.
- Planning and supplier analytics gain more reliable commercial context.
- Dashboard, valuation, and intelligence surfaces gain new incoming-stock evidence.
What changed in the purchase documentation
Documentation changes reflected here
- The page now describes the live modern purchase form rather than a generic older stock-in page.
- Batch number, manufacture date, and expiry date are now documented as first-class item fields.
- Shared tax-rate selection, manual tax fallback, and invoice tax visibility are now documented to match the live form.
- The relationship between purchase completion and the downstream governance model is now explicit.
Purchase media placeholders
Receiving workflow capture checklist
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Purchase create with governed receiving fields
Capture supplier, receiving warehouse, receiving bin, purchase date, invoice number, status, notes, and one governed receiving toggle in a single screen.
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Invoice or HTML invoice with receiving location
Show the generated invoice surface with warehouse or bin context and evidence-aware receiving details visible.
Screen-by-Screen Purchase Breakdown
What each purchase screen does
- Purchase index: browse purchase documents by supplier, status, date, and receiving context.
- Create purchase: record supplier, dates, invoice details, receiving warehouse and bin, tax rule or manual tax, governed receiving notes, quarantine choice, label generation intent, and purchase lines.
- Edit purchase: correct or complete receiving details, including tax rule selection, before the document is finalized.
- Invoice HTML and PDF: present the purchase in printable or shareable format with receiving location, tax rule, tax value, and governed receiving context visible.
- Evidence upload area: invoice files, COA files, and receiving evidence help the purchase feed downstream release and compliance review.
- Why it matters: purchases are the formal handoff point where stock enters the system and starts its path toward release, storage, sale, or exception handling.