Purchases and inventory

Map of the purchase → stock chain: PO, GRN, supplier bill, payment, and inventory rules.

Business Suite · Purchases

Cesta: Store → Purchases · Store → Inventory

Definice

Store → Purchases | Store → Inventory  (Starter+)

Purchases manages supplier orders and receiving. Inventory shows sellable stock health and adjustments. This page is the overview map — use the PO, GRN, and related articles for field-by-field steps.

Plan & access

Minimum plan: Starter+ with inventory capability enabled on Billing.
Staff need purchases / inventory permissions from the store owner.
Create a supplier party before you create a PO (Purchase Order).
Professional+ adds multi-warehouse balances and transfers on top of the same purchase flow (Warehouse A → Transfer → Warehouse B).

Read Core concepts and Getting started first. Then use this page to choose Flow A or Flow B and open the dedicated articles for details.

What posts where

GRN (Goods Receipt Note) → stock increases (warehouse / inventory movement + sellable quantity).
Supplier bill → accounting entries (payable / inventory or expense as configured) — not the same as a stock movement by itself on Flow A.
Supplier payment → cash / bank decreases via journal.
Each posted document creates its own inventory movement and/or accounting journal as designed — inventory and books stay related but separate ledgers.

Flow A (recommended)

Supplier (party)
  → PO (Purchase Order)
  → GRN (Goods Receipt Note)  → stock in
  → Supplier bill             → journal (payable)
  → Supplier payment          → journal (cash/bank)

Recommended path: create and send the PO, receive with a GRN to post stock, bill what arrived, then pay the supplier.

Important: Bill without GRN (Flow B)

Supplier (party)
  → PO (Purchase Order)
  → Supplier bill  → stock posted for unreceived billed qty
                   → line qtyReceived increased
                   → PO status → partially_received or received
  → Supplier payment

Business rule: if you post a supplier bill against a PO without a linked GRN, BonikBiz stocks in only the billed quantity that was not already received, increases qtyReceived on those PO lines, and refreshes PO status so a later GRN cannot double-count the same quantity.

Do not also receive that same quantity on a GRN afterward.

Poznámka: Important — Flow B is a supported exception to the normal path. Prefer Flow A (PO → GRN → Bill → Payment) whenever goods physically arrive before you bill.

Quick start (Starter+)

Create a supplier under Store → Parties (supplier role).
Open Store → Purchases → New PO; add lines (qty, unit cost, tax/discount).
Move document status: draft → submitted → approved → sent.
Open the PO → Receive to create a GRN and post stock (Flow A).
Create a supplier bill, then record payment.
Verify quantities under Store → Inventory (and Warehouse on Professional+).

PO status: document workflow vs receive progress

One PO.status field (BonikBiz):

Document workflow (you change these):
  draft → submitted → approved → sent

Receive progress (system sets from qtyReceived — GRN or Flow B bill):
  sent (still open; qtyReceived = 0)
  → partially_received  (some lines received)
  → received            (all lines fully received)

Later: closed | cancelled

There is no separate “ordered” status. sent ≠ supplier acceptance — it means the PO was sent/released for receive.

Document workflow and receive progress share the same status field, but you only patch draft → sent yourself. Receive progress is system-derived from line qtyReceived — never mark “received” manually.

GRN is allowed after approve/send (not while draft/submitted). Cancel is blocked once any qtyReceived > 0.

Poznámka: Business rule: receive progress comes only from GRN completion or bill-without-GRN stock posting (refreshPoReceiveStatus).

Inventory integrity: quantity is movement-derived

Business rule: when quantity tracking is on, sellable stock is movement/ledger-derived — not typed over on the product form.
Adjust on-hand with Stock Adjustment / Movement.
Do not overwrite quantity on the product edit form to “fix” stock — that breaks data integrity.

Poznámka: Caution: Stock quantity = ledger/movement-derived quantity when tracking is on. Use the same wording in GRN, Inventory, and Warehouse articles.

Inventory view

Filter by stock health: all / low / out / healthy.
Use stock movements to adjust on-hand.
Untracked products (track quantity off) can stay sellable online even at zero.
Professional+: multi-warehouse balances and transfers (advanced — separate from the Starter purchase loop).

Online / POS sales and stock return paths

Sale (online or POS), when quantity is tracked: decreases sellable stock.
Cancel order: restores stock that was reserved/decremented for that order (when restore applies).
Refund (order/payment marked refunded): restores stock when the refund path restores inventory.
Return (for example shipment returned with stock restore): restores stock when that return path runs.

Poznámka: Cancel, refund, and return are not identical — see Seller order / returns help for case-by-case behavior. This page only maps purchase → inventory.

PO cancel after receive

Cancel on a PO is blocked after any quantity has been received.

To unwind, reverse or adjust stock first (void GRN / stock reverse as your store allows), then cancel if still needed.

Poznámka: Warning: do not expect Cancel to erase received stock by itself.

Canonical end-to-end flows

Normal:          Supplier → PO → GRN → Stock → Bill → Payment
Exception:       Supplier → PO → Bill → Stock/Received → Payment
Multi-warehouse: Warehouse A → Transfer → Warehouse B   (Professional+)
Sales:           Stock → Online/POS sale → stock decrease
                 → Cancel / Refund / Return → stock restore (when that path applies)

Keep this page as the map. Child articles (PO, GRN, purchase ops, warehouse) hold field-level steps.

Where to go next

Business Suite
├── Getting started
├── Core concepts
├── Purchases & inventory  ← you are here (map)
│   ├── PO (Purchase Order)
│   ├── GRN (Goods Receipt Note)
│   ├── Purchase ops (bill / payment / returns)
│   ├── Inventory & stock movements
│   └── Warehouses & transfers (Professional+)
└── Accounting

This page is the overview map of the purchase → inventory chain. Open PO, GRN, purchase ops, and warehouse articles for field-level instructions.

Viz také

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