DigitalNation BMS — Purchases

The supplier calls.

“Bhai, send this month’s account.”

You open the notebook. Search. Two pages forward, one page back. Some entries in pencil, some in blue pen, a receipt tucked in between.

Everything is mixed up:

• What you ordered
• What you returned
• What you paid
• What’s still owed

You write something down. The supplier says: “This is wrong.”

You look again. Doubt creeps in — in you, or in your records.

The relationship strains. Next time, the supplier won’t sell on credit.

DigitalNation BMS (Business Management Software) ends this.

The supplier calls:

“Bhai, send the account.”

You open BMS. Type the supplier’s name. The screen shows:

• Total purchases — this month, this year
• Total payments — what was paid, when
• Total returns — what was returned
• Outstanding balance — exact to the rupee

One click. PDF. Send on WhatsApp.

Two minutes. No argument. The supplier’s trust — stronger than ever.

Even better — the supplier can see it themselves

Suppliers also have their own DigitalNation portal. They log in themselves and see:

• Total purchases with you
• Total payments made
• Outstanding balance — exact to the rupee

You don’t even need to send a PDF. They check it themselves.

Your time saved. Your account transparent. Your relationship stronger.

Every purchase, fully tracked

In BMS, every purchase comes with:

• Supplier — each purchase linked to a specific supplier
• Invoice number — auto-generated, your prefix
• Date and time — precise entry for every purchase
• Products — what arrived, how many, at what price
• IMEI / Serial — for mobiles, laptops
• Payment status — paid, partial, credit
• Returns — what came back — see Returns
• Supplier ledger — full history, every transaction

No notebooks. No scattered receipts. Every purchase in its place.

What you can do with a purchase

Action	How
Create a new purchase	Select supplier, add products
Increase stock	Automatic — easiest restock
Record payment	Cash, JazzCash, EasyPaisa, Bank
Print	A4 slip or PDF
Record a return	Full or partial — see Returns
Cancel a purchase	Stock reduces automatically
View supplier ledger	Outstanding balance, payment history
Send ledger PDF	Via WhatsApp or email

Before & After BMS

Before	With BMS
Supplier accounts in a separate notebook	Auto-tracked supplier ledger
“How much do I owe?” — no memory	One click — exact amount
No return record	Every return linked to its purchase
Payments scattered	Every payment linked to a purchase
Manual stock increase	Automatic — purchase raises stock
Wrong purchase? Hard to fix	Cancel it, everything reverses
Forgetting to enter IMEI	Mandatory entry per purchase
Sending supplier account — hard	PDF, one click, WhatsApp

Same supplier. Same goods. Just clean accounts.

DigitalNation Support — when a purchase gets messy

Sometimes the supplier overcharged. Sometimes goods came short. Sometimes a purchase got entered twice.

Don’t worry. DigitalNation Support is with you:

• Verify the wrong purchase
• Restore stock through cancellation
• Correct supplier ledger through reversal
• Release the IMEI back to “in_stock”
• Via WhatsApp or call, quickly

We never change your data silently. Every correction is dated and logged.

Two types of purchases

Type 1 — Cash Purchase

What it is: Goods arrived, paid immediately.

When to use: When the supplier wants immediate payment, or offers a discount.

What gets saved:

• Products, quantity, price
• Payment method
• Supplier name
• Full amount record

Type 2 — Credit Purchase

What it is: Goods arrived, payment comes later.

When to use: Most purchases — the supplier sells on credit.

What gets saved:

• Everything from a cash purchase
• Plus: Outstanding balance, promised date, payment history
• Auto-entry in supplier ledger

How to create a purchase (step by step)

Step 1: Go to Purchases from the dashboard

Step 2: Click “+ New Purchase”

Step 3: Select supplier:

• If it’s a new supplier — add via “+ New Supplier”
• Or pick from the existing list

Step 4: Add products:

Action	How
Search product	Type name or SKU in the search box
Select variant	If multiple versions
Enter IMEI	For serialized products — the exact number
Enter quantity	How many units arrived
Purchase price	What you paid (to the supplier)
Sale price	What you will charge (margin auto-calculated)

Step 5: Enter payment:

Payment Type	What it means
Cash (Full)	Full amount paid now
Partial	Some paid, rest is due
Credit	Nothing paid — full amount due

Step 6: Optional details:

• Promised date — when the rest will be paid
• Notes — anything specific
• Discount — amount or percentage

Step 7: Click “Save” — the invoice generates automatically

After saving — what happens automatically

• ✅ Stock increases — matching the quantity for each product
• ✅ IMEIs are saved — each unit gets its own entry
• ✅ Supplier ledger updates — outstanding balance auto-calculated
• ✅ Margin calculated — difference between purchase and sale price
• ✅ Low-stock alert clears — if it was previously low

Adding a payment later

If the purchase was on credit or partial:

Step 1: Open the purchase → click “💵 Record Payment”

Step 2: Enter:

• Amount
• Payment method (Cash / JazzCash / EasyPaisa / Bank)
• Transaction ID (for non-cash)
• Receipt photo (optional)

Step 3: Save — supplier ledger updates automatically

💡 Pro tip: Enter payments the moment you pay the supplier. Don’t leave it for later.

Purchase returns

When: Goods arrived damaged, wrong, or short.

How:

1. Open the purchase
2. Click “Record Return”
3. Select the products being returned
4. Write the reason (damaged / wrong / short)
5. Confirm

What happens automatically:

• ✅ Stock reduces — matching the returned quantity
• ✅ Supplier ledger adjusts — balance reduced
• ✅ Return number — auto-generated for your records
• ✅ PDF slip — send to the supplier

Supplier ledger — the complete account

When to view: When the supplier calls — “Bhai, send the account.”

How:

1. Suppliers → select the supplier
2. “Ledger” tab
3. Full history — every purchase, payment, return
4. PDF button — print or WhatsApp

Send this PDF to your supplier — builds trust, keeps accounts clean.

Supplier Portal — the supplier can check themselves

BMS has a special feature: every supplier gets their own portal.

How it works:

1. You add a supplier — the system auto-creates their portal account
2. The supplier receives the portal login via email
3. They log in themselves (phone number + password)
4. They see all their vendors in one place

What the supplier can see:

Item	Detail
Per-vendor ledger	Who bought what, what they paid
Total outstanding	Across all vendors
Payment history	What was received, when
Returns record	What came back
PDF download	For their own records

The supplier cannot edit anything — read-only. Your data is fully protected.

Benefits for you:

• “Bhai, send the account” — call eliminated
• Monthly PDF work — gone
• Accounts — fully transparent
• Relationship — professional

For details, see: Supplier Portal

Cancelling a purchase

When: Wrong entry, duplicate, or goods returned to the supplier.

How:

1. Open the purchase
2. Click “Cancel”
3. Enter the reason
4. Confirm

What happens automatically:

• ✅ Stock reduces (matching what was added)
• ✅ IMEIs become unavailable again (if serialized)
• ✅ Supplier ledger reverses
• ✅ Payment records reverse

⚠️ Important: A purchase is not deleted — it’s marked cancelled. Records stay preserved.

Purchase statuses

Status	Meaning
Paid	Full amount settled
Partial	Some paid, some due
Unpaid	Nothing paid (full credit)
Cancelled	Purchase cancelled
Fully Returned	All items returned
Partially Returned	Some items returned

Search & filters

Search bar: Invoice number, supplier name, phone, or IMEI.

Filters:

• Status — Paid / Partial / Unpaid / Cancelled
• Date range — Today / This Week / This Month / Custom
• Supplier — purchases from one specific supplier

Frequently asked questions

What's the difference between a purchase and a restock?

A purchase — a complete record: supplier, invoice, payment, returns. For new stock from suppliers.

A restock — only increases stock: returned goods, transfers, or correcting old stock.

Can I add multiple products to one purchase?

Yes, unlimited. Each product carries its own quantity, purchase price, and sale price. All on one invoice.

Is the promised date mandatory on credit purchases?

Not mandatory, but very useful. It sets up a reminder, and the system alerts you when the payment date arrives.

What if the supplier sent a wrong bill?

Cancel the purchase — stock and supplier ledger adjust automatically. Then create the correct purchase.

I have old stock I forgot to enter — what do I do?

Use the Restock feature — open the product, click restock, enter quantity and price. This corrects stock without a purchase entry.

Can the supplier see my purchases with other suppliers?

No. The supplier sees only their own transactions with you — not other suppliers’ data. Full privacy.

Important notes

💡 Supplier sells on credit — keep records The cleaner your accounts, the more credit you’ll receive. Your supplier will trust you.

💡 Always enter IMEI When buying mobiles, enter the exact IMEI — essential for warranty claims and stock tracking.

💡 Record returns immediately Enter the return the moment goods are returned. “I’ll do it later” means you’ll forget.

💡 Keep purchase price current Supplier prices change. Enter the new price on every purchase — margin stays accurate.

💡 Send ledger PDF monthly Send the supplier a PDF at the end of every month. Keeps the relationship professional, accounts clean.

Flow

Select supplier ← Add products ← Enter payment ← Save purchase
    ↓
Stock increases → IMEIs saved → Supplier ledger updates
    ↓
Record payments ← Outstanding balance updates ← Promised date reminder
    ↓
Return (if needed) → Stock reduces → Ledger adjusts
    ↓
Ledger PDF ← Send on WhatsApp to supplier
    ↓
Result: Every purchase fully recorded, supplier's trust stronger,
stock always accurate, no arguments.

Related sections

• Suppliers — Complete supplier management
• Products — Simple, variant, and IMEI products
• Returns — Handle purchase returns
• Supplier Portal — The supplier’s own account
• Reports — Purchase summaries and supplier ledgers

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Next: Suppliers — Complete supplier management