Record a purchase of goods that feeds the stock

Why this matters

Buying goods is three things at once: an expense, a payment and more stock. Entered separately, they end up no longer matching. A direct purchase records them together and updates the purchase price of your products.

Summary

When you buy goods to resell, Genuka can record in one go the purchase expense, its payment and the stock entry. This is the "direct purchase": the goods are considered received and paid as soon as you save.

Prerequisites

• The stocks.create permission to reach the purchase screens from stock.
• The expenses.create permission to create the expense.
• An existing payment method (treasury account) and warehouse.

Two ways to do it

Steps: Receive against a purchase

1. Catalog › Inventory & Stocks (/stocks), arrow next to Stock entry › Receive against a purchase.
2. Add the purchased items in the New stock section, with quantity and purchase price.
3. Choose the Supplier (optional) and the shop concerned.
4. In Billing informations, choose the Billing method: the treasury account the money comes out of.
5. Attach the supplier's invoice if you have it, add a note.
6. Click Add Expense. Genuka opens the expense it created.

Steps: from a stock entry

1. Inventory & Stocks › Stock entry.
2. Choose the Warehouse, name the delivery if you wish (Batch name / number), then scan or search for the products and enter quantities and purchase prices.
3. Tick This is a merchandise purchase, then fill in the supplier, the payment, the attachments and the note.
4. Click Record purchase. Genuka opens the expense it created.

From a supplier's record, a shortcut opens this screen directly in purchase mode, with the supplier already chosen.

What a direct purchase does

• The expense is created and marked paid for its full amount, from the chosen payment method.
• The stock enters immediately: one line per product, in a batch whose purchase price is the line's. Its batch number is the Batch name / number entered on the stock entry, otherwise the expense reference.
• The Stock movements ledger records a Purchase movement linked to the expense, and the purchase appears as a Purchase reception in Stock entries.
• The price paid becomes the product's last known purchase price: it prefills the price of your next entries and purchases.

Edge cases and common mistakes

• Purchase on credit. A direct purchase is always recorded as paid. For a supplier invoice to be settled later, create the expense in Expenses and record the goods with a Stock entry: an expense created from Expenses does not update the stock. Then settle it with Add payment: a zero, negative or higher-than-balance amount is refused, and the payment method must be a treasury account of your company.
• Deleting the expense also takes the goods out of stock. Genuka cancels its accounting entries and its payments, and takes the purchased quantities out of stock, from the batches they entered. The Stock movements ledger records an Adjustment movement linked to the expense, and the reception disappears from Stock entries. The batch stays visible, at zero, like a depleted batch. A second deletion removes nothing more.
• Deletion refused: part of the goods has already left the stock. If part has already been sold, transferred or declared lost, Genuka refuses the deletion and changes nothing: neither the stock, nor the expense, nor its payment. The message says, for each product, how many received units are no longer in stock. Keep the expense then and record the return to the supplier, or the correction, with a stock adjustment (see Correct a stock quantity).
• Editing the expense does not correct the stock. Changing the quantities of an already recorded expense does not touch the stock. For a data entry mistake, delete the expense as long as nothing has been sold, then redo the purchase.
• Expense recorded before July 2026. A purchase expense recorded before purchase receptions existed has none: deleting it removes nothing from stock. Correct the stock separately.
• The goods arrived in the wrong warehouse. Receive against a purchase uses the first warehouse of the chosen shop. To choose the warehouse, use Stock entry, or make a transfer afterwards.
• Purchase refused for lack of a warehouse. First create a warehouse and link it to the shop.

FAQ

What is the difference with a simple stock entry? A stock entry records neither an expense nor a payment. A direct purchase records all three: the expense, its payment and the stock.

I entered a wrong quantity, how do I correct it? Delete the expense: the goods come out of stock with it. Then redo the purchase with the right quantity. If part of the goods has already been sold, the deletion is refused: correct the stock with an adjustment instead.

Can I enter a supplier batch number? Yes, from a stock entry in purchase mode: the Batch name / number becomes the batch number of all the lines. Receive against a purchase has no such field: the batch takes the expense reference there, which you can then edit on the item's page, in Show advanced fields.

See also

• Record a stock entry (entry voucher)
• Track a supplier purchase order
• Batches, expiry dates and exit order
• Understanding stock — warehouses, batches, stock tracking and stockouts
• Correct a stock quantity