Purchases and suppliers

Every carton that comes into the shop is entered as a purchase (stock-in). The purchase adds the stock, updates the cost price, and records what you owe the supplier.

Suppliers

Go to Purchasing › Suppliers and click New supplier:

• Supplier / company name *, Contact person (sales rep), Phone, WhatsApp (for orders), email and address.
• Opening balance (৳ we owed at start): what you already owed when you started RetailDesk. A negative number is an advance you paid. Only a manager or the owner can change it.

The supplier page shows the Supplier statement: each bill (+), each payment or return (−) and the balance, with Pay, New purchase and Print statement.

Receive stock (new purchase)

1. Go to Purchasing › Purchases (stock-in) and click New purchase (or Receive stock on the dashboard).
2. Choose the Supplier * and type the Supplier invoice / challan no.
3. Scan or search each product. For each line fill in:
   • Qty * and Free (bonus items that cost nothing).
   • Cost ৳ / unit.
   • Price ৳ and Wholesale ৳ if the selling price changes (manager or owner).
   • Disc ৳ on the line.
   • Expiry, required for products that track expiry. Lot can stay empty.
4. At the bottom: Bill discount ৳, Other charges (transport…) ৳ and VAT ৳. Discount and transport are spread over the lines, so the cost per unit is the real cost.
5. Paid ৳: what you pay now (Pay full … fills the total), the Method and the From account. Leave it at 0 to owe the whole bill.
6. Click Save purchase & add stock (Ctrl + Enter).

The stock is in your branch at once, and the product's average cost is updated.

The purchase page

From a saved purchase you can Print labels (one per item received), Return items to the supplier, or Cancel purchase. Cancelling needs a reason, a manager or the owner, the receiving branch, and no returns made from it yet.

Purchase orders

A purchase order (PO) is what you ask the supplier to bring. It doesn't change stock.

1. Go to Purchasing › Purchase orders and click New order, or create one from Low stock / reorder.
2. Choose the Supplier * and Expected delivery, add products with an estimated cost, and click Save as draft.
3. Mark as sent when you have ordered, or Send on WhatsApp to send the list to the supplier.
4. When the goods arrive, click Receive goods. A new purchase opens with the lines filled in; check the quantities and costs and save.

The status shows Draft, Sent, Partial, Received or Cancelled. Close order ends a partly received order. AI assistants can prepare a PO as a draft for you to check (see AI assistants).

Pay a supplier

1. Go to Purchasing › Supplier payments and click Pay supplier (or Pay on the supplier page).
2. Choose the Supplier , type the Amount ৳ , the Method, the Paid from account and a Reference (trx id / cheque no).
3. Click Save payment. Print voucher prints a payment voucher.

Paying more than you owe is kept as an advance. Supplier payments need a manager or the owner.

Return goods to a supplier

1. Go to Purchasing › Returns to supplier and click New return (or Return items on the purchase, or Return selected to supplier in Expiry alerts).
2. Choose the supplier, find the stock lot, type the Qty and the reason.
3. Click Save return & remove stock.

The return is valued at what you paid and reduces what you owe that supplier.