Purchase details shows one purchase: the supplier, the dates, the lines with their accounts and VAT, the totals and the receipt. You edit a draft here, approve it and register its payment.

Open a purchase

Open Purchases from the side menu.
Select a purchase in the list, or add one with Create.

On a wide screen the details open next to the list, which stays visible on the left; select another purchase to switch. The receipt is shown on the left of the form. On a phone the details replace the list, and the receipt is above the form.

A Contributor can add a purchase and edit or delete a draft they created. A Financial admin or Admin can edit every draft, approve, register payments and read the fields from a receipt. Changes need Finance & accounting (Band Gold, Artist Gold).

Element	What it shows or does
Title	Purchase followed by the receipt number.
Pencil	Labelled edit receipt number. Lets you change the receipt number of a draft.
Status chip	draft, approved or paid.
Register Payment	Opens Register payment. Financial admin or Admin, on an approved purchase.
Save as draft	Saves the purchase and keeps it a draft.
Approve	Saves the purchase and approves it. Financial admin or Admin.

A purchase moves one way: draft, approved, paid. Approving makes the purchase final: it can no longer be edited, and it is booked as a bill. Only a draft can be deleted. See How invoices, purchases and reimbursements are booked.

Receipt

The receipt panel holds the files attached to the purchase. Add files by dragging them onto the panel or with Upload file; the formats are PDF, PNG or JPG. Each file can be up to 10 MB. Pictures are compressed before they are uploaded.

Element	What it does
previous attachment, next attachment	Move between the attachments.
zoom out, zoom in, Rotate	Change how the file is shown. This does not change the file.
attachment options	A menu with Add attachment, Download and Delete. A Contributor can add files to their own purchases. Deleting a file needs the Financial admin or Admin role.

Read the fields from a receipt

When a Financial admin or Admin adds a single PDF, PNG or JPG to a draft, Read the fields from this document? asks whether to read it. Extract replaces the supplier, the date and the lines with what is read from the document, so anything you entered is lost. Skip extraction attaches the file and reads nothing. Several files at once are attached without reading. After reading, the warnings appear above the receipt under Read from the document — check before approving.

Supplier and dates

Field	What to enter	Notes
Supplier	Search a contact in Search or type contact name…, or choose + Add 'name' as supplier.	Required to save. Clear removes the supplier; Open opens the contact.
Supplier invoice number	The number the supplier put on the bill.	Used to stop the same bill being entered twice.
Receipt date	The date of the bill.	The books use it as the date of the entry. Saving a draft in a closed period asks for confirmation. Before approving, change the date or reopen the period.
Due	Select it to add a Due date.	Starts as the receipt date. Sets when an approved purchase counts as overdue.
Currency	Shown, not editable.	The bookkeeping currency.

Lines

Each line is a block titled Line #1, Line #2 and so on. Add line adds a block; remove line deletes one.

Field	What to enter	Notes
Description	What was bought.	Required to approve.
Stock product (optional)	A merchandise product that this line adds to stock.	Shown when products exist. Default: No product — regular expense. With a product, the line is booked to the inventory and the account field shows Books to inventory. A purchase recalculates the unit cost of the product. See Merchandise.
Quantity	A whole number, at least 1.	For a stock product, the number of units added to stock.
Expense / asset account	An account, grouped as Fixed Assets (capitalize), Cost of Goods Sold and Expenses.	Left empty, the line uses the Default expense account. Without a default, every line needs an account to approve.
Excl. VAT, Incl. VAT	The amount of the line.	Enter either one; the other follows from the rate. The amount including VAT must be above zero to approve.
Tax rate	A VAT rate of the accounting country.	The rate sets VAT - amount, shown on the line and not editable. A tax category selector below it offers other VAT treatments.

Under the lines, Total in the bookkeeping currency shows Excl. VAT, VAT - amount and Incl. VAT. A paid purchase also shows who paid: Paid from with the bank account, or Paid by with the band member.

Actions

Action	Where	What it does
Save as draft	Header	Saves the draft.
Approve	Header	Approves the purchase and books the bill.
Register Payment	Header	See Register payment. Disabled until the purchase is approved.
Delete	Bottom of the page	Deletes the draft. Contributors can delete drafts they created.

Dialogs

Register payment

Opened with Register Payment. It marks an approved purchase as paid and books the payment.

Field	What to enter	Required
Paid on	The payment date. Starts as today. With an imported payment selected, its booking date is used and the field is locked.	Yes
Payment method	Bank, or Band member when a member paid. Band member is only offered in a band.	Yes
Imported bank payment	With Bank, optionally an imported bank payment with exactly the purchase amount. Each entry shows the date, the counterparty, the amount and whether the IBAN or the supplier name matches. Default: Register as a new payment.	No
Paid by	With Band member, the member who paid.	Yes

Choosing an imported payment reclassifies that bank entry; no second payment is booked. Select Register to confirm. A purchase paid by a member is then settled on the Reimbursements page.