Purchasing is an optional module of InvoiceFlash to manage what you buy the same way you manage what you sell: suppliers, orders, receptions, invoices, payments and costs, all in the same program. It is installed separately and only if you need it; it works with the rest of InvoiceFlash and integrates with the Manufacturing and Accounting modules.
Suppliers with their purchase terms
Each supplier has a record with contacts, notes, documents and contract, and a block of purchase terms: payment method, due days, IBAN, currency, usual discount and delivery time.
- The IBAN is validated on save, checking its structure and check digits.
- When you pick the supplier in an order, a reception or an invoice, their terms are suggested automatically: payment method, discount, expected delivery date and due date.
- A supplier with documents is never deleted: it is deactivated, so the history is not lost.
From purchase order to invoice, without retyping
The flow is that of a real company: purchase order → reception → purchase invoice. Each document turns into the next with one click.
- The order is sent to the supplier by email as a PDF, with an editable template and your signature, and it is recorded in its history.
- The expected delivery date is calculated from the supplier's delivery time and warns you when it is overdue.
- When a reception is recorded, the stock goes up and the movement is logged in the stock movement register.
- The purchase invoice does not allow duplicates: the same supplier with the same invoice number is not saved twice.
- Cancelling an invoice does not delete it: it creates a negative corrective invoice and leaves the original untouched, as in sales.
What each item really costs you
For each item you will see the last purchase price, the weighted average cost, the supplier, the units bought and the margin against the selling price, with its full price history. It is calculated automatically from the receptions and invoices you have already recorded.
- Supplier-item price list: the supplier's reference and the price agreed with them.
- When you add an item to an order, a reception or an invoice, the agreed price is suggested, or the price of the last purchase if there is no price list.
Due dates and payments
A single list with what you owe, what is overdue and what falls due in the next 7 days. Each purchase invoice carries its due date, suggested from the supplier's terms.
- Record full or partial payments, with date, payment method, reference and bank or cash account. It does not let you overpay.
- Filter by pending, overdue, due soon, paid, supplier or dates.
- With the Accounting module, each payment creates its journal entry: debit the supplier account and credit the bank.
Late deliveries and reminders
One screen gathers the orders whose delivery date has passed and that still have units to receive. Tick the ones you want to chase and the program sends one email per supplier with everything they owe you, recording each mail sent and how many times you have chased.
Purchase reports and analysis
- List of supplier invoices and list of purchase orders, with filters by dates, supplier and status.
- Purchase analysis in five tabs: by supplier, by item, price evolution, supplier ranking and debt. Everything can be exported to CSV.
- Price evolution shows, month by month, the minimum, average and maximum price of an item and how much it has changed.
Works with Manufacturing and Accounting
If you use the Manufacturing module, its orders generate the supplier orders for the materials that are missing, one order per supplier. And with Accounting, supplier payments are posted automatically. Costs, purchase reports and the material valuation in Manufacturing all start from the same definition of a purchase, so they add up.
Want to see it working? Try it in the demo.
