Suppliers and purchases
Record what you buy, receive the goods into stock, and keep track of what you owe each supplier and what you have paid.
Add a supplier
Open Suppliers and press Add supplier: the name, a contact person, their phone, and the Payment terms they give you — for example, 30 days.
Record a purchase
When goods arrive with the supplier's invoice — often while the driver waits:
- Open Purchases and press Record purchase.
- Choose the Supplier, the Date, and type Their invoice no. — the number on their invoice, so you can find it later.
- Add each product: how many, and what you paid for each.
- Leave The goods have already arrived ticked.
- Under Paid now, enter what you paid on the day — nothing, part, or all of it.
- Save.
The products go into stock straight away, and what you did not pay is added to what you owe that supplier.
When the goods are in, press Labels in the message that appears, or Labels for this delivery on the purchase, to print a barcode label for every piece — see Printing barcode labels.
Paying a supplier
On the Suppliers list, press Pay next to the supplier.
- Enter the Amount, and how you paid: Cash, Transfer, Cheque (with its number and the date on it) or Card.
- UDS POS lists the unpaid deliveries, oldest first, with the money set against them. Change the figures to hold back a disputed delivery; the rest goes to the oldest first. Paying more than you owe is fine — the extra is kept as credit for the next delivery.
- Paying cash out of the till? Keep The till drawer ticked, so the shift's cash count expects that much less at closing. Untick it for cash from the safe or your pocket.
What you owe
The Suppliers list shows what you owe each one. Open a supplier and press Show statement to see every delivery and payment between two dates, with the balance.
Before UDS POS
If you owed suppliers money before you started with UDS POS, bring those amounts in with the Supplier balances import — see Importing from Excel.