Purchase Orders
Track and manage all your business expenses, procurement costs, and operational expenditures in one financial ledger.
💰 Financial Ledger Overview
The **Purchase Orders** module serves as a comprehensive financial ledger. It allows you to record every purchase, ensuring you have a clear view of where your money is going.
Key features of the Purchase Orders dashboard include:
- Search & Filter: Quickly find transactions by Number, Vendor, Category, or Status.
- Create New Entry: Log new expenses or procurement orders easily.
- Status Tracking: Monitor the payment status of each order.
🏷️ Categorizing Expenses
Properly categorizing your expenses is crucial for accurate financial reporting. The system provides a predefined list of purchase categories to keep your ledger organized:
- Raw Materials: Ingredients and food stock needed for the kitchen.
- Salaries: Staff wages and payroll expenses.
- Rent: Monthly lease payments for the property.
- Utilities: Electricity, water, gas, and internet bills.
- Maintenance: Repairs and upkeep costs for equipment and facility.
- Supplies: Non-food items like napkins, cleaning agents, and packaging.
- Other: Miscellaneous expenses not covered by the above.
📊 Tracking Status & Payments
Every purchase order goes through a lifecycle. You can track this using the Status and Payment filters:
Order Status
- Draft: Order created but not yet finalized.
- Pending: Awaiting approval or processing.
- Approved: Confirmed and proceeding.
- Received: Goods or services have been delivered.
- Cancelled: Order has been voided.
Payment Status
- Unpaid: Payment has not been made yet.
- Partial: A portion of the total amount has been paid.
- Paid: Full payment has been completed.
📝 Creating a New Transaction
Clicking + Create New Entry opens the comprehensive transaction form. This form is designed to handle both inventory purchases and general operational expenses.
1. Category & Type
Toggle between Inventory PO and Generic Expense. Select the Primary Category from options like Raw Materials, Salaries / Labor, Rent / Property, Utilities, Maintenance, or Supplies. You can also add an external reference number.
2. Vendor Details
Select the supplier or payee from your vendor list. Contact and address details will auto-populate if previously saved.
3. Order Items
For inventory POs, list exactly what you are buying. You can add multiple rows, specifying the item, quantity, and price per unit. The system calculates the sum automatically.
4. Financials & Settlement
Set the Due Date and select a Payment Method: Cash, Bank Transfer, UPI / Online, or Card. Finally, specify the funding Source as either Bank Account or Drawer (Petty Cash).
Evidence & Notes: functionality allows you to upload photos of physical bills for auditing purposes and add internal notes for reasoning.