Direct Purchases and Donations

A direct purchase is for goods bought and received at the same time, without a purchase order: a local or emergency buy.

Record a direct purchase

Stock managers, admins, and storekeepers at the receiving location can record one.

1. Go to Procurement → Direct purchases and click Record a direct purchase.
2. Choose the location, optionally the Supplier, the budget line and the Purchased on date, and a reference (for example the shop receipt number).
3. Add a line per item with its quantity and Unit cost, plus lot and expiry for tracked items.
4. Click Record purchase.

If you don’t choose a line, an item’s default budget line is used when it has one.

Approval

A purchase that spends money follows the Direct purchase rule on Approval config, the same bands as expenses unless an admin sets its own. By default that means one finance approver.

• While it waits it shows Pending: nothing is received into stock and nothing is posted to the budget.
• Approvers decide it from Approvals or the purchases list. The last approval receives the goods and posts the total as actual spending on the line, under its over-budget policy; a finance approver can give an override reason then.
• A rejection, or the person who recorded it withdrawing it, posts nothing.

A purchase in a band with no steps is received and posted straight away.

Donated goods

For goods given to you, use a unit cost of 0, or choose No budget line (donated). Nothing is posted to the budget and no approval is needed; the stock is received straight away. To show what donations are worth in reports, record a Fair value on the stock receipt (see Recording stock movements); the distribution report shows it.