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.
Before saving, check that the correct company is open and that you have permission to complete this task.
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.
Take a moment to check your work before closing the window. This small check can save time later.
If something goes wrong
- Stop if the intended variant or unit is unavailable.
- Never substitute a similar item merely to complete entry.