Purchase Products

Purchase Products is the catalogue of items you buy, with the purchase-side fields the rest of the module needs: cost price, unit type, tax, and stock tracking. Purchase orders and bills pull their line items from this catalogue.

Important: this screen reads and writes the same product records as Products under Sales. It is not a separate purchasing catalogue. The Purchase screen simply exposes the purchase and inventory fields alongside the sales fields.

Who can use it

Seeing the list requires the View Product permission set to All or Added by me.
Adding, editing and deleting products are governed by the corresponding add / edit / delete product permissions in Settings → Roles & Permissions.
Adjusting stock is governed by separate inventory permissions: Add Inventory to open the adjustment form and Edit Inventory to save it. Someone can be allowed to edit products but still be blocked from adjusting stock.
Bulk actions on selected rows require a permission set to All: bulk delete needs Delete Product at All, and both bulk status change and bulk purchase-allow change need Edit Product at All. Added by me is not enough for any bulk operation.

The whole Purchase section only appears in the sidebar when the Purchase module is enabled for that user type and the role has at least one non-None purchase permission. If a colleague cannot see it, check both.

Prerequisites

The Purchase module must be enabled in Settings → Module Settings. The screen returns a 403 if the module is not among your enabled modules.
Unit types must exist if you want to state the unit an item is bought in.
Taxes must be set up under Settings → Tax Settings before you can attach them to a product.
Product categories and sub-categories are optional but must exist before they can be selected.

How to Access

Navigation: Sidebar → Purchase → Products (/account/purchase-products).

Purchase Products list

Reading the list

The table shows Product Image, Products (the name), Price (Inclusive of all taxes), Stock On Hand, Unit Type, Purchase Allow and Status, with an Action column. Product Category, Product Sub Category, Description and ID are hidden by default and can be switched on from the column control.

There is a checkbox column for selecting rows and applying a bulk action. The filter bar offers Product Category, Product Sub Category, Unit Type and Type (Goods or Service), plus a free-text search on name and price.

Adding a product

Click to add a product. The form is grouped into product details, Sales Information and Purchase Information.
Enter the Name. This is required and must be unique within your company, so a duplicate name is rejected.
Choose the Type: Goods or Service. This is required and it matters later, because service items behave differently from stocked goods.
Optionally set SKU, HSN/SAC code, Product Category, Product Sub Category, Unit Type and a Description.
Select any Tax entries that apply. More than one can be attached.
Under Sales Information, enter the Selling Price. This is required.
Turn on Purchase Information if you buy this item, then enter the Cost Price. Cost price is required once Purchase Information is enabled. If you leave Purchase Information off, the stored purchase price and purchase description are cleared.
Turn on Track Inventory for this Item if you want stock counted, then enter the Opening Stock. Opening stock is required once tracking is on. Saving with tracking enabled creates the first stock adjustment record for the product, dated today.
Purchase Allow controls whether the item can be purchased.
Downloadable lets you attach a downloadable file. On the add form, marking an item downloadable makes the file itself required, so the save is rejected with a validation error until you attach one. On the edit form the behaviour differs: if the product is marked downloadable and no file has ever been attached, it is quietly saved as not downloadable instead.
Save. You can also choose to save and immediately open a fresh form to add another product.

To create a near-identical item, open the add form with an existing product selected for duplication; the form pre-fills from that product and you save it as a new record.

Adding images

Products carry a file gallery, and one of those files can be the product's default image shown in the list.

Open the product and use Add Images.
Drag and drop or select the files. Each upload is stored with its original filename and size.
Mark one of the uploaded files as the default image. That file becomes the thumbnail in the product list.

The file area can be viewed as a list or as thumbnails. Deleting a product also deletes its attached files.

Viewing a product

Opening a product gives you tabs:

Overview — Product Info, Product Type, tax, unit type, category and sub-category, Sales Information with the selling price, Purchase Information with the cost price, and, for tracked items, Stock On Hand, Opening Stock, Committed Stock and Available For Sale. Committed stock is the quantity of this product sitting on unpaid invoices.
Files — the image and file gallery described above.
History — a log of product created and product updated entries.
Transactions — the movement records for this product.

Adjusting inventory

Stock adjustment is a manual, deliberate action, separate from editing the product.

Open the product and choose to adjust inventory. You need the Add Inventory permission to open the form.
Set the Date.
Choose the Mode Of adjustment: Quantity adjustment or Value adjustment.
For a quantity adjustment, the form shows the read-only Available quantity and you enter the New Quantity on hand plus the Cost price. Quantity adjusted is read-only — it is calculated from the difference, not typed.
For a value adjustment, you enter the Changed value against the read-only Current value. Adjusted value is read-only and calculated.
Pick a Reason — it is marked required on the form. Reference number and Description are optional. Reasons are maintained as a list of Stock Adjustment Reason records, and you can add a reason from the form with the Add button.
Save. You need the Edit Inventory permission to save.

Saving an adjustment also overwrites the product's cost price — with the Cost price you typed in quantity mode, or the Changed value in value mode — and raises an inventory event so the configured notifications go out.

Bulk actions

Select rows with the checkboxes and apply one of the bulk actions:

Delete the selected products, including their files and stock adjustment records.
Change status across the selection.
Change purchase allow across the selection.

Bulk delete requires Delete Product set to All. Both Change status and Change purchase allow require Edit Product set to All.

Limitations and workarounds

This is the same catalogue as Sales Products. Editing a product here changes the record your sales quotes and invoices use. If you need a purchase-only variant of an item, create it as a distinct product with its own name and SKU rather than re-editing a shared one.
Inventory tracking becomes unavailable once an item has been transacted. If a product already sits on a bill through a purchase order, or on any invoice item, the track-inventory control is disabled on the edit form. To restate stock for such an item, use the inventory adjustment flow instead of trying to change the tracking setting.
Product names must be unique per company. You cannot store two products with the same name. Distinguish them in the name itself, for example by adding the variant or the vendor, and use the SKU field to carry the exact code.
Stock moves from more than one place. Quantities are not only changed by the adjustment form — purchase order and vendor payment activity also adds to the stock on hand behind the scenes. A manual adjustment overwrites the quantity rather than adding to it, so an adjustment entered while a purchase order is mid-flight can undo what the order contributed. Check the product's Transactions tab for what has already been recorded before entering a manual adjustment, and keep adjustments to one owner so they are not made in parallel.
Bulk actions are all-or-nothing on permissions. A user with add or edit rights limited to their own records cannot use bulk actions at all. Have them act on rows one at a time, or raise the permission to All.
Deleting a product is destructive. It removes the product with its files and its stock adjustment history. If you only want it out of circulation, change its status or turn off Purchase Allow instead of deleting it.

Troubleshooting

You get a permission error opening the screen. Either the Purchase module is not enabled for your user type in Module Settings, or your View Product permission is None.
Saving fails on the name field. Another product in your company already uses that name. Names are unique per company.
Saving fails asking for opening stock or cost price. Opening stock becomes required as soon as Track Inventory is on, and cost price becomes required as soon as Purchase Information is on. Either fill the field or switch the section off.
Saving fails asking for a downloadable file. On the add form the file is required as soon as Downloadable is ticked. Attach the file in the same save, or untick Downloadable.
The downloadable flag keeps clearing itself when editing. On the edit form, a product marked downloadable that has never had a file attached is saved as not downloadable. Upload the file in the same save.
The track-inventory control is greyed out. The product has already been used on a bill or an invoice. Use inventory adjustment instead.
A product does not appear in a purchase line-item dropdown. Only service items and tracked goods with stock above zero are offered. Adjust the stock, or set the item up as a service if it does not carry stock.
The product list thumbnail is blank. No file has been marked as the default image. Upload an image and set it as the default.

Purchase Orders Purchase Settings