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Purchases

Manage Purchases

Overview

Purchases in viggoVet allow clinics to manage their supplier transactions efficiently while ensuring that inventory is updated automatically. Every purchase is linked to a supplier, tracked by invoice number, and directly affects stock levels, reducing manual entry errors and improving financial accuracy.

To access the Purchases section from the sidebar, go to:
šŸ”— https://{your-clinic-slug}.viggo.vet/purchases

Purchases Page & Functions

The Purchases Page provides an overview of all transactions with suppliers. It is divided into different tabs:

1. All Purchases

  • Displays all purchases, whether open or paid.
  • Helps track supplier spending and stock replenishment.

2. Open Purchases

  • Purchases that are still pending payment.
  • Can be modified or updated until marked as paid.

3. Paid Purchases

  • Purchases that have been fully paid and recorded.
  • Automatically updates inventory levels.

Each row in the Purchases List displays:

  • Purchase ID
  • Supplier Name
  • Subtotal & Total Amount
  • Supplier Invoice Number
  • Date of Purchase
  • State (Paid or Open)
  • Actions (Edit, Print, Delete)

Color Codes for Quick Identification:

  • šŸŸ¢ Paid ā€“ The purchase has been fully settled.
  • šŸ”µ Open ā€“ The purchase is awaiting payment or finalization.

Creating a New Purchase

To create a purchase, click on the "Add Purchase" button and fill in the required details:

1. General Purchase Details

  • Date ā€“ The date of purchase.
  • Staff ā€“ The staff member responsible for this purchase.
  • Supplier ā€“ The business supplying the items (linked to the Business module).
  • Supplier Invoice Number ā€“ The invoice number issued by the supplier.

2. Adding Purchased Items

Each item added to the purchase will update the inventory once the purchase is completed. For each item, enter:

  • Item Name (linked to inventory, SKU, or barcode for quick selection)
  • Quantity Purchased
  • Unit Price (Cost per unit from supplier)
  • Taxes (If applicable)
  • Expiration Date (For medications and perishable items)
  • Batch/Lot Number (For tracking and compliance)
šŸ’”
Tip: Use a barcode scanner to add items quickly using SKU or barcode.

3. Adding Additional Costs

  • Click "Add Total Shipping" if shipping costs need to be recorded.
  • Taxes are calculated automatically if configured.

4. Completing the Purchase

Once all details are entered:

  • Click "Submit" to finalize the purchase.
  • Inventory is updated automatically with the new stock.
  • The purchase is logged in financial reports.

Purchase Details Page

Each purchase has a detailed view, allowing further actions:

  • View item breakdown, quantities, and costs.
  • Download or print the purchase record.
  • Delete a purchase if needed (admin permissions required).
  • Check logs for tracking changes and updates.

Purchase Logs & Item Tracking

  • Every modification is recorded in the Logs & Item Logs tab.
  • Logs track:
    • Date and time of edits.
    • Changes in quantity, price, or expiration date.
    • Who made the modifications?

Barcode & Inventory Syncing

  • Purchases are automatically linked to inventory items by SKU or barcode.
  • Using a barcode scanner, staff can quickly add items during billing or stock updates.
  • Any purchased item added here will be available immediately in the inventory.

Efficient Purchase Management

  • Ensure supplier details are correctly recorded in the Business module.
  • Use barcode scanning to streamline data entry.
  • Mark purchases as paid promptly to maintain accurate financial records.
  • Double-check expiration dates and batch numbers for compliance.
  • Utilize purchase logs to track modifications and maintain accountability.

With viggoVet, purchase tracking is seamless, ensuring better supplier management, accurate stock control, and efficient financial tracking.