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Purchases Module Overview


The Purchases module provides an easy way for businesses to order and purchase products for use in production and for sale. Some of the great features we provide are:

  • easy to use database management tools for all your supplier and production information
  • the ability to send purchase orders directly from Unleashed via email (with the option to also include attachments)
  • handy tab driven data entry pages
  • the ability to import/export purchase orders

The Purchases module enables you to start your inventory management process. From this module, you have the ability to:

  • raise purchase orders
  • record stock coming in
  • edit supplier details using the hyperlinks within the Add Purchase Order screen

The following workflow diagram demonstrates a typical use case example of how you can use the purchases module in Unleashed.

Typical purchase process

You must create Warehouses, create or import Products and Suppliers before creating purchase orders. 

In this example, John, an Unleashed user — who uses the Unleashed Large plan— wants to create and import suppliers so they can make purchase transactions using Unleashed. He wants the flexibility that Unleashed provides of creating a purchase order, costing, receipting and split receipting it. John also wants to design his own templates for Purchase Orders and Supplier Return documentation. All these functions are available in Unleashed (and more)!

You can optionally import Suppliers from another system into Unleashed via our Import/Export functionality, see Import Suppliers for more details.

Purchase Process Diagram

Purchase Process Diagram.png

What is a Purchase Order?

purchase order is a document issued by the buyer to the seller which provides specified information that usually includes:

  • types
  • quantities
  • agreed price for a product or service that the seller provides to the buyer

For example, a purchase order can be sent to a supplier to be used as an official legal document which offers to buy products or services from the supplier. In Unleashed, the Purchase Order is the start of your inventory management process. You can create and send purchase orders to your suppliers quickly and easily. 

What are Purchase Order Costs?

The purchase order costs are simply purchase orders with costs added to them. For example, you can add costs such as freight, duty — anything that relates to the cost of getting the products to your door, by adding them under the 'Cost Lines' table within the Add Purchase Order screen (located underneath the Order Lines table).

In Unleashed, you can enter a purchase cost and apply it to a specified purchase order. An example of costs could include:

  • Freight
  • Duties
  • Fees
  • Labor costs
  • Insurance

Although costs can vary, they generally include freight and duty.

When costs are added to purchase orders via the 'Cost Lines', these costs are distributed across the products involved in the Purchase Order is based on a weighting of their subtotal. The higher a product lines subtotal is in comparison to the overall total of the purchase order, then the more costing it gets allocated. For example, 30/100 would be allocated 30% of the costs.

What is a Receipted Purchase Order?

A Receipted Purchase Order is a purchase order with products receipted against it. In Unleashed, the purchase order must be open for it to have receipted products applied to it. 
You can add additional purchase costs to a Receipted purchase order. For more information, see Receipt Purchase.

What is split receipting?

Split Receipting is an additional option that you can use in the Receipt Purchase Order page. Split Receipting enables you to receipt in only the goods that have arrived. For example, if you have receipted in some stock on a purchase order —but not everything that you ordered has arrived— you can use the Split Receipt feature. This enables you to use the stock you have already received but keep track of anything that is still on order. For more information, see Split Receipting.

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