Purchases & Suppliers
- Concepts & Prerequisites
- Setup & Maintenance
- Plan Customer and Supplier Setup
- Create a Supplier
- Configure a Supplier Opening Balance
- Update or Retire a Supplier
- Prepare Muhasib for Purchasing
- Pay a Supplier
- Pay Suppliers in Bulk
- Correct or Reverse a Supplier Transaction
- Transactions
- 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
- Payments & Debits
- Add Supplier Debit
- Record Payment or Refund From a Supplier
- Allocate or Update Supplier Payment Transactions
- Understand the Deferred Purchase Apply Debit Workflow
- Returns & Corrections
- Inquiries
- Reports
- Troubleshooting
Concepts & Prerequisites
Prepare supplier, item, tax, account, location, and permission setup before purchasing.
Setup & Maintenance
Create and maintain suppliers, opening balances, debit rules, and purchasing setup.
Plan Customer and Supplier Setup
Plan Customer and Supplier Setup
Overview
This guide will help you prepare the groups, contacts, addresses, credit, accounts, taxes, and opening balances needed to create customers and suppliers correctly.
Correct master setup supports selection, ageing, payments, ledgers, tax reporting, messaging, and history.
Who can do this
You need access to No write permission for planning; respective master/add rights are required for creation.
Before you start
Confirm party identity, customer/supplier/dual role, contact types, customer group, addresses, registration/tax identifiers, payment terms, credit policy, opening balance date/source, and GL mappings.
Where to find it
Back Office → Sales & Customers or Purchases & Suppliers → Setup & Maintenance.
Plan Customer and Supplier Setup
Step 1: Configure contact types and customer groups
Step 2: Configure payment terms, payment account heads/accounts/types, taxes, fiscal year, and
Configure payment terms, payment account heads/accounts/types, taxes, fiscal year, and accounting defaults.
Step 3: Decide whether dual customer/supplier role and unique contacts are allowed
Step 4: Prepare one primary and any secondary contacts/addresses
Step 5: Define customer credit/loyalty or supplier terms
Step 6: Reconcile approved opening receivable/payable balances
Step 7: Create the party before entering live transactions
Check your work
Complete a party setup worksheet with all prerequisite IDs and source documents.
If something goes wrong
- Do not create duplicate parties to bypass a contact or access error.
- Do not enter an opening balance as an ordinary payment.
Related guides
What to do next
Create a Supplier
How to Create a Supplier in Muhasib ERP
Overview
This guide will help you create a supplier with valid identity, contacts, addresses, terms, and financial setup.
The supplier becomes selectable in Purchase, Purchase Order, payments/debits/refunds, returns, ageing, ledgers, and reports.
Who can do this
You need access to Supplier and Supplier Add plus supporting-master rights when needed.
Before you start
Prepare supplier legal/contact/address/tax data, payment terms, account mappings, and approved opening payable/debit balance.
Where to find it
Back Office → Purchases & Suppliers → Manage Suppliers.
Create a Supplier
Step 1: Choose New Record
Step 2: Enter supplier name/identity and registration/tax fields
Step 3: Add at least one complete contact and applicable addresses
Add at least one complete contact and needed addresses.
Step 4: Select payment terms and classifications where available
Step 5: Configure accounting/opening balance separately when approved
Step 6: Save
Check your work
Reopen the supplier and check selection, contacts/addresses, terms, zero/opening balance, and ledger.
If something goes wrong
- Search by name/contact before creating a duplicate.
- Resolve missing fiscal year/accounts before opening balance.
Related guides
What to do next
Configure a Supplier Opening Balance
How to Configure a Supplier Opening Balance in Muhasib ERP
Overview
This guide will help you record the supplier's approved starting payable or debit at cutover.
Muhasib can create supplier/person ledger and General Ledger records used by due/ageing and financial reports.
Who can do this
You need access to Supplier Add/Update and relevant financial/opening-balance rights.
Before you start
Create active fiscal year, supplier, payable/default accounts, and an approved cutover schedule. Back up the database.
Where to find it
Back Office → Purchases & Suppliers → Manage Suppliers → opening-balance/accounting area.
Configure a Supplier Opening Balance
Step 1: Confirm supplier and balance date
Step 2: Determine payable versus supplier debit direction
Step 3: Enter the amount in the verified field
Step 4: Select required GL/payment account
Step 5: Save once with source reference
Check your work
Compare and Confirm Supplier Ledger, Supplier Due/Ageing, Account Ledger, and Trial Balance.
If something goes wrong
- Do not create a fake Purchase or Payment to force an opening balance.
- Correct before live activity when possible.
Related guides
What to do next
Update or Retire a Supplier
How to Update or Retire a Supplier in Muhasib ERP
Overview
This guide will help you update or retire a supplier while preserving purchase, payment, debit, return, and ledger history.
The supplier may become unavailable for new work while historical transactions should remain; exact implementation needs confirmation.
Who can do this
You need access to Supplier Update; Supplier Delete plus explicit business approval.
Before you start
Review open purchases/orders, balance, payments, debits/refunds, returns, contacts, integrations, and retention policy.
Where to find it
Back Office → Purchases & Suppliers → Manage Suppliers.
Update or Retire a Supplier
Step 1: Select the exact supplier
Step 2: Update approved fields and save
Step 3: Prefer inactive/retired status when supported
Step 4: Resolve open items using their source workflows
Step 5: Delete only after explicit approval and dependency review
Check your work
Confirm historical purchases/payments/ledger/report attribution and intended selection behavior.
If something goes wrong
- Do not delete to clear a payable/debit.
- Do not create a replacement without duplicate/continuity review.
Related guides
- Create a Supplier
- Review the Supplier Ledger Report
- Allocate or Update Supplier Payment Transactions
What to do next
Prepare Muhasib for Purchasing
How to Prepare Muhasib for Purchasing in Muhasib ERP
Overview
This guide will help you confirm the masters, settings, permissions, and controls needed before recording purchases.
Who can do this
You need access to Relevant purchasing forms plus supplier, item, location, tax, account, batch, and serial.
Before you start
Know the company purchasing policy, document sequence, approval limits, inventory-cost method, tax treatment, and payable accounts.
Where to find it
Back Office → Purchases & Suppliers; review Setup and relevant administration settings first.
Prepare Muhasib for Purchasing
Step 1: Confirm the active company and accounting period
Step 2: Verify suppliers and their tax/payment details
Step 3: Verify items, units, locations, batches/serials, purchase prices, and taxes
Step 4: Confirm payment methods, cash/bank accounts, and payable/control accounts
Step 5: Test permissions for purchase, order, return, and supplier-payment roles
Step 6: Confirm opening document number and approval workflow
Check your work
Use a test checklist to confirm each required master is selectable and each user sees only permitted workflows.
If something goes wrong
- Fix missing masters before entering live documents.
- Do not change posting defaults during an active transaction batch without approval.
Related guides
What to do next
Pay a Supplier
How to Pay a Supplier in Muhasib ERP
Overview
This guide will help you record an authorized supplier payment and allocate it correctly.
Muhasib records the payout and updates supplier, invoice, and cash/bank balances.
Who can do this
You need access to Supplier Payment plus supplier, payment-account, method, and transaction.
Before you start
Confirm supplier, amount, date, method, paying account, reference, invoices, withholding/deductions, and approval.
Where to find it
Back Office → Purchases & Suppliers → Supplier Payment.
Pay a Supplier
Step 1: Start a supplier payment and select the supplier
Step 2: Enter date, method, paying account, amount, and unique reference
Step 3: Apply approved deductions or withholding where supported
Step 4: Allocate the payment to eligible purchases
Allocate the payment to allowed purchases.
Step 5: Confirm payment equals allocated plus unallocated value
Step 6: Save once and retain payment evidence
Check your work
Compare and Confirm payment evidence, supplier ledger, invoice balances, deductions, and paying account.
If something goes wrong
- Search by reference before retrying.
- Do not allocate more than the payment or outstanding document balance.
Related guides
- Allocate or Update Supplier Payment Transactions
- Pay Suppliers in Bulk
- Record Payment or Refund From a Supplier
What to do next
Pay Suppliers in Bulk
How to Pay Suppliers in Bulk in Muhasib ERP
Overview
This guide will help you record multiple approved supplier payments and compare and confirm the batch.
Muhasib creates supplier payment records for accepted rows; rejected rows remain for controlled correction.
Who can do this
You need access to Bulk Supplier Payment plus supplier, account, method, and transaction.
Before you start
Prepare an approved control schedule containing supplier, amount, account, method, reference, deductions, and invoice allocations.
Where to find it
Back Office → Purchases & Suppliers → Bulk Supplier Payment.
Pay Suppliers in Bulk
Step 1: Open the bulk payment form and set shared batch values
Step 2: Add one row per supplier payment
Step 3: Enter unique references and correct paying accounts
Step 4: Validate deductions and allocations
Step 5: Compare row count and form total with the control schedule
Step 6: Save once and review the result for every row
Check your work
Match accepted count/value to the schedule, then compare and confirm supplier ledgers, invoice balances, and bank/cash totals.
If something goes wrong
- Never resubmit successful rows with a corrected batch.
- Resolve closed periods, duplicates, and invalid accounts before retrying failures.
Related guides
What to do next
Correct or Reverse a Supplier Transaction
Correct or Reverse a Supplier Transaction
Overview
This guide will help you correct an allowed supplier transaction while preserving an auditable history.
Muhasib updates or reverses the document and dependent balances according to transaction rules.
Who can do this
You need access to Update/reverse permission for the transaction type and accounting period.
Before you start
Identify the original document, error, correct values, stock/payment dependencies, period status, evidence, and approver.
Where to find it
Open the relevant Purchases & Suppliers transaction list and locate the original document.
Correct or Reverse a Supplier Transaction
Step 1: Open the original document by number
Step 2: Review stock, allocations, payments, returns, tax, and later dependencies
Step 3: Update only fields the application permits without changing economic substance
Step 4: Reverse/cancel when party, amount, inventory, account, or posting is wrong
Step 5: Record correction reason and approval reference
Step 6: Create one correct replacement if required
Check your work
Confirm original status, reversal link, replacement, stock ledger, supplier ledger, tax, and general ledger.
If something goes wrong
- Never conceal an error with an unexplained offset.
- Resolve closed-period constraints through authorized accounting procedure.
Related guides
What to do next
Transactions
Create purchases and orders, add items, allocate costs, receive stock, and use tax correctly.
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.
Related guides
What to do next
Payments & Debits
Pay suppliers, allocate payments, record refunds, and manage supplier debit.
Add Supplier Debit
How to Add Supplier Debit in Muhasib ERP
Overview
Muhasib records a debit that may reduce supplier liability or create an amount recoverable from the supplier.
Who can do this
You need access to Supplier Debit plus supplier/account access and required approval.
Before you start
Confirm amount, date, reason, reference, source transaction, accounting treatment, evidence, and approver.
Where to find it
Back Office → Purchases & Suppliers → Supplier Debit.
Add Supplier Debit
Step 1: Start a new supplier debit
Step 2: Select the supplier and date
Step 3: Enter amount, reason/account, reference, and notes
Step 4: Link supporting purchase/return where supported
Step 5: Confirm a Purchase Return is not the correct workflow
Step 6: Save once
Check your work
Compare and Confirm the debit document, supplier ledger, detailed record, available debit, and general ledger.
If something goes wrong
- Do not duplicate a debit generated by a purchase return.
- Correct errors through the approved reversal workflow.
Related guides
- Return a Purchase
- Record Payment or Refund From a Supplier
- Understand the Deferred Purchase Apply Debit Workflow
What to do next
Record Payment or Refund From a Supplier
How to Record Payment or Refund From a Supplier in Muhasib ERP
Overview
This guide will help you record money received from a supplier against an approved debit, return, or overpayment.
Muhasib records incoming money and reduces the supplier debit or updates the supplier balance.
Who can do this
You need access to Supplier refund/payment-from-supplier plus supplier and receiving-account.
Before you start
Confirm supplier, amount, date, method, receiving account, reference, source debit/return, and approval.
Where to find it
Back Office → Purchases & Suppliers → supplier payment/refund workflow; check the transaction direction shown by the form.
Record Payment or Refund From a Supplier
Step 1: Start the supplier receipt/refund transaction
Step 2: Confirm the form represents money coming from the supplier
Step 3: Select supplier, date, method, receiving account, amount, and reference
Step 4: Link eligible debit/return transactions where supported
Link allowed debit/return transactions where supported.
Step 5: Review direction and totals carefully
Step 6: Save once and retain receipt evidence
Check your work
Compare and Confirm bank/cash receipt, supplier ledger, source return/debit, allocation, and general ledger.
If something goes wrong
- Stop if the form indicates a payment to the supplier instead.
- Search by reference before retrying.
Related guides
What to do next
Allocate or Update Supplier Payment Transactions
How to Allocate or Update Supplier Payment Transactions in Muhasib ERP
Overview
This guide will help you allocate an existing supplier payment or refund to the correct source transactions.
Muhasib updates document outstanding balances while preserving the original cash/bank movement.
Who can do this
You need access to Supplier payment update/allocation and access to affected transactions.
Before you start
Confirm transaction direction, supplier, available amount, intended purchases/debits/returns, and authorization.
Where to find it
Locate the supplier payment/refund and open its transaction-allocation action.
Allocate or Update Supplier Payment Transactions
Step 1: Open the payment by stable document number/reference
Step 2: Confirm whether money was paid or received
Step 3: Review existing allocations and available value
Step 4: Select eligible supplier transactions
Select allowed supplier transactions.
Step 5: Enter allocation amounts within available balances
Step 6: Save once
Check your work
Compare and Confirm allocations, remaining unallocated value, supplier ledger, source balances, and unchanged payment amount.
If something goes wrong
- Do not use allocation to change transaction direction or bank account.
- Reversed or closed-period records may be unavailable.
Related guides
What to do next
Understand the Deferred Purchase Apply Debit Workflow
Understand the Deferred Purchase Apply Debit Workflow
Overview
This guide will help you recognize this source-visible workflow and avoid using it until its business purpose and system availability are approved.
This article remains a documented coverage placeholder rather than an instruction to transact.
Who can do this
You need access to No operational use is recommended; any test requires an isolated cloned database and authorized purchasing role.
Before you start
Read the supplier debit and allocation guidance and get product-owner confirmation that this workflow is active in the target build.
Where to find it
No verified Back Office path. Source class: PurchaseEntryApplyDebit.
Understand the Deferred Purchase Apply Debit Workflow
Step 1: Do not use this workflow in production based on source presence alone
Step 2: In an approved clone, establish how the form is opened
Step 3: Capture its fields, validation, source debit eligibility, allocation rules, and
Capture its fields, check, source debit eligibility, allocation rules, and save behavior.
Step 4: Reconcile purchase, supplier debit, supplier ledger, and general ledger
Step 5: Publish operational steps only after product-owner and runtime confirmation
Check your work
Coverage is complete when navigation, permission, business intent, posting effect, and reversal behavior are evidenced.
If something goes wrong
- Do not infer production support from a compiled form name.
- Use standard Supplier Debit and payment allocation workflows meanwhile.
Related guides
- Add Supplier Debit
- Allocate or Update Supplier Payment Transactions
- Correct or Reverse a Supplier Transaction
What to do next
Returns & Corrections
Return purchased goods and correct supplier transactions without losing history.
Return a Purchase
Return a Purchase
Overview
This guide will help you record an authorized return of purchased goods to a supplier.
Muhasib records the return and may reduce stock and supplier payable or create supplier debit/refund balances.
Who can do this
You need access to Purchase Return plus supplier, item, location, batch/serial, tax, and account.
Before you start
Locate the original purchase and confirm return quantity, reason, stock source, supplier authorization, credit/refund expectation, and approval.
Where to find it
Back Office → Purchases & Suppliers → Purchase Return.
Return a Purchase
Step 1: Start Purchase Return and select the original purchase when supported
Step 2: Confirm supplier and source document
Step 3: Select returned lines and eligible quantities
Select returned lines and allowed quantities.
Step 4: Confirm cost, discount, tax, location, batch, serial, and reason
Step 5: Enter supplier return authorization/reference
Step 6: Review expected debit/refund treatment and save once
Check your work
Compare and Confirm return to original purchase, physical dispatch, stock ledger, supplier ledger, tax, cost, and general ledger.
If something goes wrong
- Do not return more than the allowed stock/source quantity.
- Check for existing return records before retrying.
Related guides
What to do next
Inquiries
Search purchase, order, return, supplier, and payment records.
Reports
Analyze purchases, suppliers, orders, returns, ageing, and change history.
Troubleshooting
Resolve common supplier, purchase, payment, tax, stock, and return problems.