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How to Record a Purchase from a Supplier

Written by the SellarPro team · Published 10 October 2026 · 2 min read

Short answer

Open Purchases → Add Purchase. Choose the Supplier, the Business Location and set Purchase Status to Received. Add each product with its quantity and Unit Cost, check the selling price, add the payment and click Save. Stock goes up straight away.

Recording what you buy is what keeps your stock count, cost prices and profit right. Do it for every delivery from a supplier.

Step 1: the purchase details

  1. Open Purchases and click Add.
  2. Choose the Supplier. Add them first if they are new.
  3. Type the supplier's invoice number in Reference No, or leave it empty to have one made for you.
  4. Check the Purchase Date and choose the Business Location receiving the goods.
  5. Set Purchase Status. Only Received puts the goods into stock. Use Ordered or Pending while you are still waiting.
    The Add Purchase page with Purchase Status set to Received and outlined
    Purchase Status set to Received, so the goods go into stock when you save.

Step 2: the products

  1. Search by name or SKU, or scan the barcode, to add each product.
  2. Enter the Purchase Quantity and the Unit Cost (Before Discount).
  3. Check the Unit Selling Price. Change it here if your selling price changes with this delivery.
  4. For goods that expire, fill in the Lot Number and EXP Date.

Step 3: totals and payment

  1. Add any Discount, Purchase Tax or Additional Shipping charges.
  2. Under Add payment, enter what you paid now. Anything unpaid shows as Payment due and is owed to the supplier.
  3. Click Save.

Later

When an Ordered purchase arrives, open Actions → Update Status on it and set it to Received.

Goods arrived but no invoice yet? Use Receive Stock to make them sellable now and enter the costs later.

Common questions

I saved a purchase but the stock did not go up.
Check its Purchase Status. Only Received adds stock.
Can I print barcode labels for what arrived?
Yes. In the purchase list, choose Labels from Actions to print labels for everything on that purchase.

Related articles

How to Pay a Supplier

To pay one purchase, open Purchases, click Actions and choose Add payment. To pay off a supplier's balance, open Customers & Suppliers → Suppliers, click Actions and choose Pay. The money clears their oldest purchases first.

Purchases & Suppliers · Updated 11 Oct 2026 · 1 min read

How to Receive Stock Before the Supplier Invoice Arrives

Open Purchases → Receive Stock, choose the Location and add each product with its Received qty. Save, and the stock is sellable straight away. When the invoice comes, open Purchases → Pending Receipts, click Enter costs, then Confirm.

Purchases & Suppliers · Updated 11 Oct 2026 · 1 min read

How to Add a Supplier in SellarPro

To add a supplier in SellarPro, open Customers & Suppliers → Suppliers → Add, enter the business name and phone number, and save. You can then record purchases and track what you owe them.

Purchases & Suppliers · Updated 12 Oct 2026 · 2 min read

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