Purchases & stock adjustments
Stock you bought from vendors and every correction to your counts. Record a vendor's bill line by line, or photograph the paper and let it be read for you.
Choose Purchase for goods a vendor sold you (their receipt book, a delivery note, your own handwritten list) or Stock adjustment for a stock count, damages or shortages. What it reads lands here for you to check, correct or untick — nothing is saved until you confirm. A long sheet? Add several photos; their lines are added together. Each photo uses one DocScan unit.
Three sales on one page. Each customer's name goes on its own line above the things they bought. Everything under a name belongs to that person until the next name appears.
- Item on the left, how many on the right. A dash or dots between them is fine.
- Prices are optional. Leave them off and each item is priced from your item list. Write them and what you wrote is used.
- Receipt number is optional — written beside a name (like R-1042) it becomes that sale's invoice number. Leave it off and one is generated for you.
- Spell names as you always do. They are matched to your item and customer lists, and anything close but not exact is shown for you to confirm.
- Leave out category totals and any "product groups" summary — those are not things you sold, and they would post as extra sales.
Walk-in sales need no name: leave the block unnamed and it is saved to your Cash customer. Printed or handwritten both read — write clearly, keep the page flat, and photograph it straight on in good light.
Or rule it as a table — the same columns as the Upload Sales spreadsheet, one row per line, with the customer written on every row instead of above a block. Choose Sales sheet at the top for this one: it is read column by column, so it can also take the payment and the amount received.
| Invoice No | Customer | Item | Qty | Unit Price | Payment | Received |
|---|---|---|---|---|---|---|
| W8 | Dozie | Phone | 11 | 600 | Transfer | 4,000 |
| W8 | Adaora | Tablet | 20 | 700 | Cash | 14,000 |
| W5 | Cash | Power Bank | 1 | 1,000 | Cash | 1,000 |
Write a heading over every column. The headings are what let it tell a price from a quantity from a payment — that is the whole difference between this and the handwritten list above. A column you leave off is simply not read: payment and received then come from this screen, as they do for every other document.
Still not read from either sheet: the date and sales class, which are set once on this screen, and discount and tax. For those use the Upload Sales spreadsheet. One invoice number written against two customers is split into W8-1 and W8-2, one sale each, the same way the spreadsheet does it.
| QTY | DESCRIPTION OF GOODS | RATE | AMOUNT |
|---|---|---|---|
| 4 | 240AH tubular battery | 280,000 | 1,120,000 |
| Total | 1,120,000 | ||
One million one hundred and twenty thousand naira only
A pre-printed receipt book — the kind a supplier tears a page from — reads too, and needs no ruling of your own.
- Choose the type by who wrote it, not by what it says. A page a supplier gave you is a Purchase, however it is headed. Your own receipt book is Sales. Same paper, opposite direction on your books.
- RATE is the price of one, AMOUNT is that line's total. Both are read that way, and quantity × rate is checked against the amount — write both and you get the check for free.
- Fill in the amount in words. It is the safest thing on the page: words cannot lose a zero or be split by the AMOUNT / K rule the way figures can, so the total is checked against them and any disagreement is shown before you save.
- Keep the naira figure clear of the kobo column. A number written across that printed line reads as two numbers.
- Don't write across the goods area. A note or a scribble over the rows comes back as an extra line — untick it on the review screen, or strike it through neatly in the margin instead.
The invoice number on the book (000562) becomes the invoice number, and a blank Name line means a walk-in — saved to Cash.