Sales orders, revenue,customer debts

Edit on GitHub

🌐 Language: 🇻🇳 Tiếng Việt · 🇬🇧 English (current)

InOut — Part 1: Purchase orders (receiving goods from suppliers)

Introduction

This document walks through purchasing in the InOut plugin: creating an order with a supplier, confirming it, receiving the goods into stock, and paying the supplier. It is for store owners, warehouse managers and in-house accountants. After reading it you can create and process a complete purchase order, and you understand why the system blocks an action when it does.

Purchasing workflow

flowchart LR
    A["Create PO<br/>(Draft)"] --> B["Confirm<br/>(Confirmed)"]
    B --> C["Receive goods<br/>(into stock)"]
    C --> D["Pay supplier<br/>(expense recorded)"]
    C -. automatic .-> E["Stock up<br/>+ cost price recalculated"]
    D -. automatic .-> F["Payment voucher<br/>in the cash book"]

Steps

Step 1 — Create the purchase order

  1. Go to Orders → [IO] Purchase Orders and click Create Purchase Order.
  2. Pick the supplier from the list (required — before adding products). No supplier yet? Create one under S-Cart's Suppliers first.
  3. Add product lines: type a name or SKU to search, pick an existing product, then enter the quantity and unit cost. Quantities may be fractional (up to 2 decimals, e.g. 1.5).
  4. If the goods are taxed, enter a tax rate (%) per line — the tax amount is computed for you.
  5. (Optional) Add extra costs (shipping, insurance, handling…) and choose a category for each. A cost may be negative to record a discount from the supplier.
  6. (Optional) Fill in the expected delivery date, payment due date and a note.
  7. Click Save purchase order. The system generates the code (PO-YYYYMMDD-XXXX) and computes: goods total + tax total + extra costs = grand total.

If it worked, you land on the order detail page in Draft status. Every amount here is in the store's base currency.

Product lines can only be added or removed while the order is a Draft.

Step 2 — Confirm the order

  1. Open a Draft order and click Confirm.
  2. The order becomes Confirmed, ready to receive. The product list is now locked.

Step 3 — Receive goods (into stock)

  1. On the order detail, enter Qty received on each line and click Update qty.
  2. You may receive in several deliveries — the line status moves Pending → Partial → Received. When every line is complete the order becomes Received.
  3. As soon as you save, the product stock goes up by the quantity just received and the product's average cost price is recalculated from the unit cost.

Entered too much and lowered the received quantity? The system takes back exactly the surplus it had added to stock.

Step 4 — Pay the supplier

  1. On the order detail, under Payment History, click + Record: enter the amount, payment date, method and note → save.
  2. Watch three figures: Total / Paid / Remaining. You may record several instalments; a recorded payment can be deleted while its period is not closed.
  3. Each payment becomes a payment voucher in the cash book by itself — no re-typing.

To pay a supplier with an approval step or across several orders, use a pay-out request from the debt screen, see Part 3.

Purchase order statuses

Status Meaning
Draft Just created, not confirmed (products can be added/removed)
Confirmed Approved, ready to receive
Partially received Some products received, not all
Received Every product fully received
Cancelled Order cancelled (only possible while nothing was received)

Search & filters

The purchase order list filters by code, supplier, status and creation date range. An order's detail also shows Related Return Orders once goods from it were returned.

Conditions & Rules (know before you act)

Each rule has a business reason:

Creating / editing an order:

  • Pick the supplier before adding products — so the debt lands on the right party.
  • At least 1 product; every line must be a real product in your catalogue with a name.
  • Ordered quantity > 0, at most 2 decimals (1.25 is fine, 1.255 is rejected) — the system stores 2 decimals.
  • Unit cost ≥ 0 — a cost cannot be negative.
  • Tax rate (if given) between 0–100%.
  • Extra costs may be negative (discounts); name ≤ 255 characters, note ≤ 500 characters.
  • Order note ≤ 2000 characters.

Receiving:

  • Qty received cannot exceed the ordered qty of that line.
  • Qty received ≥ 0, at most 2 decimals.
  • Lowering the received qty must not push stock below zero (goods already sold) → blocked, so stock never goes negative.

Paying:

  • Amount > 0.
  • Paid so far + new amount ≤ order total — no overpayment on an order. Money beyond the order (an advance, an old debt) goes through a hand payment voucher in the cash book.

Adding/removing products, confirming, cancelling:

  • Products can be added/removed only in Draft — once confirmed/received the list is frozen to protect the figures.
  • A line already received (qty received > 0) or with a related return order cannot be deleted.
  • An order can be cancelled only while nothing was received. After that, go through returns.
  • Only a Draft order can be confirmed.

Period closing: every change to an order dated inside a closed period (by the order date; payments by the payment date) is blocked. See Part 3.

Q&A

Q1: Must I "Confirm" before I can receive?

→ Follow Draft → Confirm → Receive to keep data clean. Product lines can only be added/removed in Draft, so check the list carefully before confirming.

Q2: I entered the wrong received quantity — how do I fix it?

→ Enter the right number and click Update qty. A lower number takes the surplus back out of stock; a higher one adds the difference.

Q3: What is a negative extra cost for?

→ To record a discount the supplier gives you. A cost of -200,000 lowers the order's grand total.

Q4: Why can't I add a product to the order?

→ Only Draft orders accept product changes. Once confirmed/received the product list is locked.

Q5: Why was my payment refused?

→ Because paid so far plus the new amount exceeds the order total, or the payment date falls in a closed period. Check the remaining amount and the closing dates before entering.

Q6: How is the "average cost price" computed?

→ Weighted average at receipt time: (old stock × old cost + qty received × unit cost) ÷ (old stock + qty received). It only updates when goods are received; earlier receipts are not recomputed.

Q7: Can I cancel an order that was already received?

→ No. Only orders with nothing received can be cancelled. Already received? Use Part 2 — Return orders.

Q8: Where do I export a purchase order to Excel/PDF?

→ On the order detail page, click Export Excel or Export PDF. See Part 5.

◀ Index · Part 2 — Return orders ▶

📅 Last updated: 2026-10-03 · ✍️ Author: GP247