Transactions
Create purchases and orders, add items, allocate costs, receive stock, and use tax correctly.
- Create a Purchase
- Create a Taxed Purchase
- Find and Add Purchase Items
- Allocate Purchase Discount, Tax, Cost, and Location
- Create a Purchase Order
- Receive a Purchase Order through GRN/Purchase
Create a Purchase
How to Create a Purchase in Muhasib ERP
Overview
This guide will help you record a supplier purchase with correct items, costs, stock location, and settlement terms.
Muhasib records the purchase and may update inventory, cost, supplier payable, tax, and payment ledgers.
Who can do this
You need access to Purchase plus supplier, item, location, batch/serial, account, tax, and payment.
Before you start
Have the supplier invoice, receipt evidence, quantities, costs, discounts, taxes, locations, payment terms, and approval.
Where to find it
Back Office → Purchases & Suppliers → Purchase.
Create a Purchase
Step 1: Start a new purchase and select the supplier
Step 2: Enter invoice date, supplier invoice number, due date, and reference
Step 3: Add each item and received quantity
Step 4: Confirm unit, cost, discount, tax, location, batch, serial, and expiry
Confirm unit, cost, discount, tax, location, batch, serial, and expiry details.
Step 5: Enter additional costs and payment/credit treatment as supported
Enter more costs and payment/credit treatment as supported.
Step 6: Reconcile subtotal, tax, charges, and total to the supplier document
Step 7: Save once
Check your work
Compare and Confirm the saved document to supplier invoice, stock ledger, item cost, supplier ledger, tax, and general ledger.
If something goes wrong
- Treat supplier plus invoice number as a duplicate-control key.
- Search for the document before retrying after a timeout.
Related guides
What to do next
Create a Taxed Purchase
How to Create a Taxed Purchase in Muhasib ERP
Overview
This guide will help you record a purchase with the correct supplier tax identity, tax codes, taxable values, and totals.
Muhasib records purchase, payable, and set up tax-ledger values.
Who can do this
You need access to Purchase and tax fields plus supplier, item, and account.
Before you start
Confirm supplier registration, invoice validity, tax date, item/service classification, rates, exemptions, withholding, and approved accounting treatment.
Where to find it
Back Office → Purchases & Suppliers → Purchase.
Create a Taxed Purchase
Step 1: Select the supplier and confirm tax registration details
Step 2: Enter supplier invoice number and tax date
Step 3: Add items/services with correct taxable values
Step 4: Select authorized line/header tax codes and inclusive/exclusive treatment
Step 5: Enter withholding or additional tax fields where applicable
Enter withholding or more tax fields where needed.
Step 6: Recalculate and compare net, each tax component, and gross total
Recalculate and compare net, each tax component, and gross total to the invoice.
Step 7: Save once
Check your work
Compare and Confirm tax detail and totals to the invoice, supplier ledger, tax report, and general ledger.
If something goes wrong
- Do not force totals with unrelated discounts or charges.
- Escalate ambiguous tax treatment to the responsible accountant.
Related guides
What to do next
Find and Add Purchase Items
Find and Add Purchase Items
Overview
This guide will help you add the correct item, unit, variant, batch, serial, and quantity to a purchase.
The item becomes a purchase line ready for costing, tax, and document posting.
Who can do this
You need access to Purchase entry and access to the selected item/location masters.
Before you start
Have the item name/code/barcode, received unit and quantity, variant, batch/serial, expiry, and location.
Where to find it
Open Purchase or the needed receipt form and use its item-entry grid.
Find and Add Purchase Items
Step 1: Search by item code, barcode, or name
Step 2: Confirm the exact item and variant
Step 3: Select the purchase unit and verify conversion to base unit
Step 4: Enter received quantity
Step 5: Enter or select batch, expiry, and serial numbers when controlled
Step 6: Select receiving location
Step 7: Confirm the line description and totals before moving on
Check your work
Match every line to the physical receipt and supplier invoice, including unit conversions and record history identifiers.
If something goes wrong
- Stop if the intended variant or unit is unavailable.
- Never substitute a similar item merely to complete entry.
Related guides
What to do next
Allocate Purchase Discount, Tax, Cost, and Location
How to Allocate Purchase Discount, Tax, Cost, and Location in Muhasib ERP
Overview
This guide will help you distribute purchase values and locations so line totals and inventory costs reflect the source document.
Allocated values feed document totals and may affect inventory valuation and tax/accounting entries.
Who can do this
You need access to Purchase entry and any price, discount, tax, cost, or location override rights.
Before you start
Know the approved allocation basis for freight and other landed costs, tax recoverability, discount type, and receiving destinations.
Where to find it
Within Purchase, use the line and total allocation controls.
Allocate Purchase Discount, Tax, Cost, and Location
Step 1: Confirm line quantities and base costs
Step 2: Enter line discounts where the supplier invoice identifies them
Step 3: Apply header discount using the approved allocation basis
Step 4: Select correct line/header taxes
Step 5: Allocate freight or other costs according to policy
Step 6: Assign each quantity to the correct location
Step 7: Recalculate and compare line sum, tax, additions, and total with
Recalculate and compare line sum, tax, additions, and total with the invoice.
Check your work
Compare and Confirm allocated totals, unit landed cost, location quantities, taxes, rounding, and general ledger.
If something goes wrong
- Do not use discounts to conceal allocation differences.
- Investigate rounding at line and document level before posting.
Related guides
What to do next
Create a Purchase Order
How to Create a Purchase Order in Muhasib ERP
Overview
This guide will help you create an approved order that states what the company expects a supplier to deliver.
Muhasib records an outstanding order available for receipt or conversion; financial posting is not assumed.
Who can do this
You need access to Purchase Order plus supplier, item, tax, location, price, and approval.
Before you start
Confirm supplier quotation, items, quantities, prices, taxes, delivery location/date, payment terms, and approval.
Where to find it
Back Office → Purchases & Suppliers → Purchase Order.
Create a Purchase Order
Step 1: Start a new purchase order and select the supplier
Step 2: Enter order date, expected date, reference, terms, and delivery location
Step 3: Add items, units, quantities, prices, discounts, and taxes
Step 4: Add approved charges and notes
Step 5: Reconcile total to the supplier quotation
Step 6: Save once and complete the approval/printing process
Check your work
Reopen the order and confirm approval/status, supplier, lines, remaining quantities, totals, and delivery terms.
If something goes wrong
- Do not record an invoice as an order after goods are already received unless policy requires it.
- Search for the order before retrying.
Related guides
What to do next
Receive a Purchase Order through GRN/Purchase
How to Receive a Purchase Order through GRN/Purchase in Muhasib ERP
Overview
This guide will help you record goods received against a purchase order and preserve ordered, received, and remaining quantities.
Muhasib updates receipt and source-order status and may post stock and payable entries depending on the chosen path.
Who can do this
You need access to Purchase Order receipt/conversion, Purchase/GRN, and relevant supplier/item/location rights.
Before you start
Have the purchase order, delivery note, physical count, inspection result, batch/serial/expiry data, location, and supplier invoice if available.
Where to find it
Open Purchase Order, locate the order, and use its receive/convert action; or use the linked GRN/Purchase workflow.
Receive a Purchase Order through GRN/Purchase
Step 1: Select the correct open purchase order
Step 2: Compare delivered items with ordered lines
Step 3: Enter accepted quantities only; record rejected/short quantities separately
Step 4: Confirm units, locations, batches, serials, and expiry dates
Step 5: Enter supplier delivery/invoice references
Step 6: Review received and remaining quantities
Step 7: Save once and retain the GRN/purchase number
Check your work
Compare and Confirm order, delivery note, GRN/purchase, stock ledger, remaining quantity, supplier ledger, and duplicate status.
If something goes wrong
- Never mark undelivered quantity as received.
- Check whether a partial receipt already exists before retrying.