Purchase Guide

CloudPOS.vu supports the full purchase lifecycle. The Purchases page contains 8 tabs for managing all aspects of your procurement:

Purchases page — all tabs accessible from the top bar

Purchase invoices start as Draft — no accounting impact. Once reviewed, you Post to Accounts to create journal entries and change the status to Unpaid. Then record payments to mark them as Paid.

The Purchase Invoices tab shows all your local supplier bills with their current status — Draft, Unpaid, Partially Paid, Paid, Overdue, or Cancelled.

Purchase Invoice list — showing all supplier bills with status, supplier, amount, and due date

Each row displays the bill number, supplier name, supplier invoice number, PO number, dates, total amount, paid amount, balance due, and status. Click any invoice to view its full details.

Click the + button on the Purchase Invoices tab to open a new blank invoice form:

New purchase invoice form — fill in supplier, dates, and line items

1. Bill No — Auto-generated (read-only). Each bill gets a sequential number.
2. Supplier — Select from your supplier list. Required field.
3. Supplier Invoice No — Enter the supplier's own invoice number for cross-referencing. This is the reference number printed on the supplier's document.
4. PO Number — Link to an existing Purchase Order (e.g. PO-0001). Optional — for tracking which PO this invoice relates to.
5. Invoice Date — The date on the supplier's invoice. Defaults to today.
6. Due Date — When payment is due to the supplier. Used for overdue tracking.
7. Status — New invoices default to Draft. You can also set to Unpaid to post immediately.

Add line items by selecting products from your stock catalog or entering manual lines. Subtotal, VAT, and total are computed in real time. Save when ready — the invoice starts as Draft.

New purchase invoices start as Draft. In this state, you can freely edit items, change amounts, or even delete the invoice — nothing has been posted to accounting yet.

Draft invoice action menu — View, Edit, Post in Accounts, Upload Original, Delete Invoice

Once you've verified the invoice is correct, click Post in Accounts to create the journal entries:

Post Invoice confirmation — changes status from Draft to Unpaid and creates journal entries

1. Validate — The system checks that all items are linked to stock products.
2. Confirm — Click "Create Invoice" to post.
3. Journal entries created — DR Purchases/Expenses + DR VAT Input → CR Accounts Payable.
4. Status changes — From Draft to Unpaid.

After posting, the invoice appears in the list as Unpaid:

Invoice list after posting — status changed to Unpaid, journal entries created

To pay a supplier invoice, open the action menu on an Unpaid invoice and select Make Payment:

Unpaid invoice action menu — View, Edit Items, Make Payment, Create Credit Note, Upload Original, Cancel Invoice

The payment dialog appears:

Payment dialog — enter amount, payment method, date, and reference

1. Amount — Defaults to the full balance due. Partial payments are supported.
2. Payment Method — Cash, Card, Bank Transfer, or Cheque.
3. Payment Date — When the payment was made.
4. Reference — Optional transaction reference or cheque number.

After recording the payment, the invoice status changes to Paid:

Invoice list after payment — status changed to Paid, balance due is zero

The Foreign Invoices tab manages import purchases from overseas suppliers. These invoices may involve foreign currency, shipping costs, and customs duties.

Foreign Invoices — manage import purchases with foreign currency and shipping

Import Costing calculates the full landed cost of imported goods, including the purchase price, freight, insurance, customs duties, and other charges.

Import Costing — calculate the full landed cost of imported goods

Import costing links to a Foreign Invoice and allocates all additional costs across the imported items, giving you an accurate unit cost for inventory valuation.

The Expenses tab records operational expenses such as rent, utilities, office supplies, and other non-inventory purchases.

Expenses — record operational and non-inventory expenses

Each expense can be categorized, linked to an expense account, and posted to accounting. Expenses follow the same draft → post → pay workflow as purchase invoices.

Credit Notes are used when a supplier issues a refund or credit — for returned goods, pricing corrections, or overpayments.

Credit Notes — track supplier refunds and credits

Credit notes can be created from an existing purchase invoice (via the action menu) or independently. They reduce the amount owed to the supplier and create reversing journal entries.

Purchase Orders are documents sent to suppliers to request goods or services. They are non-financial until converted to a purchase invoice.

Create a PO to:

• Request a quote or formalize an order with a supplier
• Track expected deliveries
• Link purchase invoices back to the original order via the PO Number field

The Payments tab provides two sub-tabs: Make Payment and History.

Payments History — view all supplier payments made

The Fixed Assets tab manages long-term assets such as equipment, furniture, vehicles, and machinery.

Fixed Assets — manage long-term assets with depreciation tracking

Fixed assets can be created from scratch or converted from a purchase invoice. Each asset tracks its purchase cost, depreciation method, useful life, and current book value.

Every purchase document has a ⋯ action menu with context-sensitive options. Available actions change based on the document's status.

🧾 Draft Invoice Actions

Draft invoice — View, Edit, Post in Accounts, Upload Original, Delete Invoice

🟡 Unpaid Invoice Actions

Unpaid invoice — View, Edit Items (Amount Locked), Make Payment, Create Credit Note, Upload Original, Cancel Invoice