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Purchases
Reading time: 4 minutes
Purchases in viggoVet track what you buy from suppliers to stock your inventory. Unlike expenses (which are petty cash costs that do not affect stock), purchases update your inventory levels when received. You can create purchases as received orders or as pending orders to send to vendors.
Accessing purchases
Click Purchases in the main sidebar under the FINANCIAL section. The Purchase List page opens.
Purchase List page
Statistics (top)
Card | Description |
|---|---|
All purchases | Total number of purchases |
Receive order | Count of received purchases |
Pending purchases | Purchases awaiting delivery |
Outstanding amount | Total unpaid purchase amount |
Filter tabs
- All Purchases
- Receive Order: Delivered and confirmed purchases
- Paid Purchases: Fully paid purchase orders
- Pending Purchases: Orders placed but not yet received
Controls
- Date sorting with Descending toggle
- Search Here… field
- Scan A Purchase button: Opens the AI scanner sidebar
- Add Purchase button (dark, top right)
Table columns
Column | Description |
|---|---|
ID | Purchase number |
Supplier | Vendor/business name |
Sub total | Amount before shipping and tax |
Total | Final total |
Supplier invoice number | Vendor’s reference number |
Date | Purchase date |
State | State badge for the purchase |
Actions | Edit and delete icons |
Creating a purchase
- Click Add Purchase.
- The Purchase Create page opens.
Header fields
Field | Description |
|---|---|
Supplier | Select from your Businesses list (vendor/supplier type) |
Supplier invoice number | The vendor’s invoice or reference number |
Staff | Staff member processing the purchase |
Pick a date | Purchase date |
Total shipping | Shipping cost for this order |
Below the header, click Delete Purchase Note / Add Purchase Note to manage a note that appears in the attention box on the purchase detail page.
Item details table
The Show Details Purchase section contains the items table:
Field | Description |
|---|---|
Item | Select from inventory (dropdown with search) |
QTY | Quantity ordered |
Unit price | Price per unit |
Taxes | Tax amount |
Expiring date | Expiry date for this batch |
Batch or lot number | Batch/lot identifier for tracking |
Total | Line total |
Action | Delete icon |
Click Add New Item to add more rows.
Footer totals: Sub Total, Total.
Save options
Button | What it does |
|---|---|
Cancel | Discards and returns to list |
Order purchase | Saves as a pending order (to be sent to vendor) |
Save and pay later | Saves as received with open payment status |
Purchase detail page
Opening a purchase shows:
Header: Supplier name, Order number, Supplier Invoice Number, Sub total, Total shipping, Total tax, Total Payment Required, Total, Status badge (OPEN or PENDING), Date, Created by.
Action bar:
Action | What it does |
|---|---|
Merge | Merge with another purchase |
Edit | Edit purchase details |
Pay | Pay the purchase |
Download | Download receipt |
Print receipt | |
Delete | Delete purchase |
Send | Send to client |
Tabs:
Tab | What it shows |
|---|---|
Details | Items table with Purchase Batch Id, Item, Qty, Balance, Unit Price, Expiring Date, Lot Number, Taxes, Total |
Payments | Payment history for this purchase |
Logs | Audit trail of changes |
Item logs | Detailed item change history |
Converting a pending order to received
When stock arrives:
- Open the pending purchase.
- Click Convert To A Received Order.
- A confirmation modal appears: “Are you sure you want to convert this to a received order?”
- Click Yes to confirm.
- The purchase status changes to OPEN and inventory stock levels update with the received quantities.
Recording purchase payments
- Open a purchase with an outstanding balance.
- Go to the Payments tab or click Add Payment in the action bar.
- The Add payment modal opens.
Left side:
Field | Description |
|---|---|
Amount | Payment amount |
Paying by | Payment method dropdown |
Payment date | Date picker |
Note | Optional note |
An info box explains: “Specify from the corresponding column the invoices to which you want to enter this value. You can select all invoices if you want to distribute the amount among all of them.”
Right side: Select purchases
Shows open purchases from the same supplier:
Column | Description |
|---|---|
Purchase number | Purchase ID |
Amount | Paid/total format |
Date | Purchase date |
Select all | Checkbox for all purchases |
Footer: Total Purchase amount, Total active payment, Balance, Cancel and Confirm buttons.
AI purchase scanning
Click Scan A Purchase to open the AI scanner sidebar. The AI assistant reads purchase invoices and automatically:
- Identifies the supplier
- Extracts item names and matches them to your inventory
- Fills in quantities, prices, batch numbers, and expiry dates
Upload a photo of the purchase invoice (JPG, PNG supported) and review the extracted data before saving.
What to do if something goes wrong
Stock not updating after creating a purchase: Make sure the purchase status is “Received” (OPEN), not PENDING. Pending orders do not update inventory until converted.
Supplier not appearing in the dropdown: The supplier must be added as a Business with the “Supplier” type. Go to Businesses and create the supplier first.
Batch numbers not tracking correctly: Verify that the Batch Or LOT Number field is filled during purchase creation. Each batch must have a unique identifier.
AI scanner not matching items: The AI matches against your existing inventory items. If the item name on the vendor invoice is very different from your inventory name, you may need to select the correct item manually.
Note: Contact the viggoVet help if any of these problems persist after following the instructions.