WemoticsDocumentation

Finance

Purchases

The Finance → Purchases section is used to manage the workshop's entire purchasing process in one place—from ordering parts required for repairs to receiving them into Inventory, recording supplier invoices, and registering payments.

What This Section Is For

This section allows you to

  • See which parts required for repairs still need to be ordered.
  • Mark orders that have been placed with suppliers.
  • View all expected deliveries in one place.
  • Mark specific parts as received when goods arrive.
  • Enter supplier invoice and delivery details.
  • View unpaid purchases.
  • Register payments to suppliers.
  • Replenish inventory stock.
  • Record general workshop expenses.
  • Manage items returned to suppliers.
  • Review purchases created directly from Job Cards.

Difference Between Purchases and Inventory

The main Inventory section is used to manage physical stock quantities. It shows:

  • How many units of each part the workshop has.
  • How many units are available.
  • How many units are reserved for specific jobs.
  • How many units have been ordered from suppliers.
  • The minimum stock level.
  • The average cost of a part.
  • The possible selling price and margin.

The Finance → Purchases section is used to manage the purchasing operations themselves:

  • What still needs to be ordered.
  • What has already been ordered.
  • Which goods are expected to arrive.
  • Which goods have already been received.
  • Which purchases have not yet been paid.
  • The supplier price.
  • The related supplier invoice.
  • The payment method.
  • Which parts were returned to the supplier.

Note

The Inventory tab inside the Purchases page is not a second inventory module. It is a financial list of parts purchased for inventory. Physical stock quantities and availability are managed in the main Inventory section.

Purchase Summary

The top of the page displays the main financial information.

  • Cash Balance — the available cash balance that can be used for payments. When a supplier purchase is marked as paid in cash, the system shows how the cash balance will change before the payment is confirmed.
  • Bank Balance — the amount available in the bank account for transfers and other payments.
  • Total Entries — how many purchase records are included in the current view. The number may change after selecting a different main view, purchase type, outstanding purchase filter, date range, or search term.
  • Total Amount — the total value, including VAT, of the purchase records currently displayed.
  • Paid — the amount that has already been settled with suppliers.
  • Outstanding — the value of purchases that have not yet been paid and the number of pending payments.

Delivery and payment statuses are managed separately. Therefore, a part may be:

  • Ordered but not yet paid.
  • Paid but not yet received.
  • Received but not yet paid.
  • Installed on the vehicle but not yet paid.

Main Workflow Views

The Purchases page contains two main workflow views:

  • To Order
  • Outstanding

The number displayed next to each view shows how many items currently require the corresponding action.

Note

This number may not match the number shown under Total Entries, because the results may also be affected by the selected date range, purchase type, search term, or another filter.

To Order

The To Order view displays parts required for repairs that have not yet been ordered from a supplier.

It acts as a combined purchasing preparation list. It allows staff to view parts required for multiple jobs without opening every Job Card separately.

Parts are grouped by supplier.

The header of each supplier group shows

  • Supplier name.
  • Number of required parts.
  • Number of jobs that require those parts.
  • Total estimated purchase value.

Each part row shows

  • Part Name.
  • Part or OEM code.
  • Required quantity.
  • Unit price.
  • Total line amount.
  • Vehicle registration number or job identifier.

Vehicle or Job Link. The right side of the part row displays the vehicle registration number or job code. Click this link to open the corresponding Job Card. This allows you to move directly from Purchases to the repair for which the part is required.

Copy Parts List. The Copy Parts List button copies all parts assigned to the selected supplier.

The copied list can be

  • Pasted into an email.
  • Sent to the supplier through WhatsApp or another communication channel.
  • Entered into the supplier's ordering system.
  • Used to prepare a combined parts order.

Mark as Ordered. Once the order has been placed with the supplier, click Mark as Ordered.

After this action, the parts

  • Are removed from the To Order view.
  • Receive the Ordered status.
  • Appear under Outstanding → Awaiting Delivery.
  • Begin appearing as ordered or incoming quantities in Inventory.

Outstanding Purchases

The Outstanding view displays purchases that still require at least one action:

  • The part has not yet been received.
  • The supplier has not yet been paid.
  • Or both actions remain incomplete.

Outstanding purchases are divided into three views:

  • All Outstanding
  • Awaiting Delivery
  • Awaiting Payment

All Outstanding

The All Outstanding view displays every purchase item whose workflow has not yet been completed.

It may include

  • Parts that have been ordered but not received.
  • Parts that have been paid for but not received.
  • Parts that have been received but not paid.
  • Parts added to inventory but not paid.
  • Parts already installed but not paid.

This view is useful for general purchasing control. When a specific action is required, use Awaiting Delivery or Awaiting Payment.

Awaiting Delivery

The Awaiting Delivery view is intended for managing incoming goods during daily workshop operations.

It displays all parts that

  • Have already been ordered from a supplier.
  • Have not yet been marked as received.
  • Are expected to arrive at the workshop.

This view provides a clear overview of

  • Which suppliers are expected to deliver goods.
  • Which specific parts should arrive.
  • How many units were ordered.
  • The total cost of each order.
  • The vehicle or job associated with each part.
  • Whether the part has already been paid for.

When a delivery arrives, a staff member can open Awaiting Delivery, find the items that were actually delivered, and immediately record their receipt.

This avoids having to open each Job Card separately or search for the repair associated with an incoming part.

Statuses Displayed on the Right

The right side of each part row may display

  • Ordered — the part has been ordered but has not yet been marked as received.
  • Unpaid — the supplier payment has not yet been recorded for the part.
  • Ordered quantity.
  • Total line amount.
  • Vehicle registration number or job code.

The Ordered and Unpaid statuses represent different parts of the process.

Ordered is a delivery status, while Unpaid is a financial status. Therefore, an ordered part may be paid for before it arrives.

Opening the Job Card. Click the vehicle registration number or job code to open the Job Card associated with the part.

The Job Card can be used to review

  • The repair for which the part is required.
  • The customer and vehicle.
  • The part's selling price.
  • The part's current status.
  • Other work and parts included in the repair.

Copying Information for One Part

The icon with two overlapping pages or squares means Copy Part Information.

It copies the details of only the selected part. This is useful when information about one specific part needs to be sent to the supplier.

Receiving One Part

The box icon means Mark as Received. Click it to register the receipt of only the selected purchase item.

This method is useful when

  • The supplier delivered only one part.
  • Other parts from the same supplier have not yet arrived.
  • Part of a delivery arrived earlier than the rest.
  • Invoice information must be entered separately for that specific part.

After the part is marked as received

  • It is removed from Awaiting Delivery.
  • The received quantity is added to Inventory.
  • The part remains linked to the corresponding Job Card.
  • If it has not been paid, it continues to appear under Awaiting Payment.

Receiving Multiple Parts

If several parts from the same supplier arrive together, use the supplier group's Mark as Received button.

The number displayed next to the button shows how many items in the supplier group can be marked as received.

Clicking the button opens the Receive Parts window.

“Receive Parts” Window

The window displays

  • Supplier information.
  • The number of parts that will be marked as received.
  • The list of parts being received.
  • Each part's name.
  • Each part's code.
  • The quantity being received.

Invoice and delivery information can also be entered.

Invoice Number. Enter the number of the invoice issued by the supplier. This field is optional — parts can be received even if the invoice has not yet been provided.

Invoice Date. Enter the date shown on the supplier invoice. This field is also optional.

Shipping Cost (incl. VAT). If the supplier charged an additional delivery fee, enter it under Shipping Cost (incl. VAT). The delivery cost is recorded together with the received purchase.

Receive All. Click Receive All to mark every part listed in the window as received.

After confirmation

  • The parts are no longer considered pending delivery.
  • Their statuses are updated in Purchases.
  • The received quantities are added to Inventory.
  • The parts remain linked to their corresponding Job Cards.
  • The entered invoice information is added to the purchase records.
  • Unpaid items move to the Awaiting Payment view.

Note

Receiving a part does not automatically mean that it has been paid. Receipt and payment are recorded separately.

Paying Before Delivery

A purchase can also be marked as paid while it is still shown under Awaiting Delivery.

This is useful when a supplier requires payment in advance.

In this case, the part

  • Is marked as paid.
  • Does not appear under Awaiting Payment.
  • Remains under Awaiting Delivery until it is physically received.

Awaiting Payment

The Awaiting Payment view is intended for managing payments to suppliers.

It displays all purchases that have not yet been paid, regardless of where the part currently is.

This view may include

  • Parts that have already been received.
  • Parts added to inventory.
  • Parts reserved for a specific repair.
  • Parts that have already been installed.
  • Other unpaid purchase records.

This means that the delivery or installation process may already be complete while the financial settlement with the supplier is still outstanding.

Supplier Group Information

Unpaid items are grouped by supplier.

The supplier group header shows

  • Supplier name.
  • Number of unpaid parts.
  • Total unpaid amount.
  • Number of unpaid purchase items.

This makes it easy to see how much is still owed to each supplier.

Statuses Displayed on the Right

The right side of a part row may display

  • Inventory — the part has been added to inventory stock.
  • Installed — the part has already been installed as part of a repair.
  • Unpaid — the supplier payment has not yet been recorded.
  • Quantity.
  • Total line amount.
  • Vehicle registration number or job code.

Inventory. The part has been included in inventory records. It may have been purchased for general stock replenishment or received through a purchase linked to a repair.

Installed. The part has already been used for a specific repair. Even an installed part remains under Awaiting Payment until the supplier payment is registered.

Unpaid. Payment to the supplier has not yet been recorded.

Opening the Job Card. If a purchase is linked to a specific repair, the vehicle registration number or job code is displayed on the right. Click the link to open the associated Job Card.

Paying One Purchase Item

The checkmark icon means Mark as Paid. Click it to register payment for only the selected purchase item.

In the payment window

  • Enter the payment date.
  • Select the payment method.
  • Review the effect on the relevant balance.
  • Confirm the payment.

This method is useful when only one supplier item is being paid.

After the item is marked as paid

  • Its status changes to Paid.
  • It is removed from Awaiting Payment.
  • The payment is included in the Purchase Summary.
  • The relevant financial balance is updated.

Paying All Items for a Supplier

If all items for a supplier are paid with one payment, use Pay All.

This is useful when

  • One supplier invoice contains multiple parts.
  • The entire delivery is settled with one payment.
  • You do not want to mark every item as paid separately.

Clicking the button opens the Pay Supplier window.

“Pay Supplier” Window

The top of the window shows

  • Supplier name.
  • The number of items that will be marked as paid.

Payment Date. Enter the actual date on which the supplier was paid. The system may suggest the current date, but it can be changed.

Payment Method

  • Cash
  • Bank Transfer
  • Card Payment

Balance Impact. Before the payment is confirmed, the system shows its effect on the relevant financial balance.

For example, when Cash is selected, the system shows

  • Current cash balance.
  • Cash balance after payment.
  • Amount to be deducted.

This allows the payment's effect to be reviewed before confirmation.

Mark as Paid. Click Mark as Paid to complete the payment.

After confirmation

  • All supplier items listed in the window are marked as paid.
  • The payment date is saved.
  • The payment method is saved.
  • The Purchase Summary is updated.
  • The amount is removed from outstanding payments.
  • The relevant financial balance is updated.

Supplier Group Actions

Depending on the selected view, the following actions may be available on the right side of a supplier group.

Copy Parts List. Copies the information for all parts in the selected supplier group. This action applies to the entire group. To copy only one part, use the copy icon in the individual part row.

Mark as Received. Marks multiple parts from the same supplier as received in one action. This button is displayed when the group contains ordered items that have not yet been received.

Pay All. Marks all unpaid items in the supplier group as paid using one payment. This button is displayed when the group contains at least one unpaid item.

Actions in an Individual Part Row

Actions displayed on the right side of a row depend on the purchase type and its current status.

  • Vehicle Registration Number or Job Code — opens the Job Card associated with the purchase item.
  • Copy Icon — copies information about the selected part.
  • Box Icon — marks the selected part as received. This action is used to register receipt for one purchase item.
  • Checkmark Icon — marks the selected purchase item as paid.

Completed Action Indicator

Once a part has been received or paid, the corresponding icon may change its color or appearance. This indicates that the action has already been completed.

Purchase Type Tabs

Purchase records can be filtered by type:

  • All
  • Inventory
  • Expenses
  • Returns

All

The All tab displays a combined register of all purchase operations.

The table may show

  • Purchase type or source.
  • Associated Job Card or vehicle registration number.
  • Supplier.
  • Part or expense description.
  • Part code.
  • Quantity.
  • Unit price.
  • Supplier amount excluding VAT.
  • Supplier amount including VAT.
  • Payment method.
  • Invoice number and date.
  • Payment status.

Table Action Icons

Table action icons:

  • Pencil icon — opens the purchase record for editing. Depending on the record type, you may be able to change the supplier, price, VAT, quantity, invoice and payment information, and other purchase fields.
  • Checkmark icon — marks an unpaid record as paid.
  • Cancel payment action — when a purchase is already paid, allows you to cancel the payment mark and return the record to the list of unpaid purchases.
  • Eye icon — opens a detailed view of the purchase record.
  • Return arrow — in return records, used for a return-related action or to cancel a registered return.

The set of actions shown depends on the purchase type and its current status.

Inventory

The Inventory tab displays purchases related to inventory stock.

These may include

  • Parts purchased to replenish stock.
  • Newly created inventory items.
  • Parts received through a Job Card and registered in Inventory.

In addition to supplier prices, this view may show

  • Customer selling price excluding VAT.
  • Customer selling price including VAT.
  • Profit per unit.
  • Total expected profit.
  • Payment method.
  • Invoice information.
  • Payment status.

Note

If the invoice or final purchase details have not yet been entered, some amounts may be displayed as zero or as a dash.

Expenses

The Expenses tab displays general workshop operating expenses that are not parts sold as part of a specific repair.

Examples include

  • Tools and workshop equipment.
  • Office supplies.
  • Advertising and media.
  • Rent.
  • Utilities.
  • Other operating expenses.

Each record may include

  • Description.
  • Reference code.
  • Supplier.
  • Quantity.
  • Cost.
  • VAT.
  • Invoice number.
  • Invoice date.
  • Payment method.
  • Payment status.

Returns

The Returns tab displays parts returned to suppliers.

A return record may show

  • Associated Job Card or vehicle registration number.
  • Supplier.
  • Part name and code.
  • Returned quantity.
  • Unit and total amount.
  • Invoice information.
  • Payment status.

Returns are displayed separately so they are not confused with new purchases or ordinary inventory replenishment.

Search and Date Filter

The search field can be used to search by

  • Part Name.
  • Part code.
  • Supplier.
  • Vehicle registration number.
  • Job code.
  • Invoice number.

The date filter allows you to select

  • This month.
  • Last month.
  • This quarter.
  • Last quarter.
  • All time.
  • A custom date range.

When the date range is changed, the displayed records and Purchase Summary are updated.

Registering a New Purchase

To register a purchase manually:

  • Open Finance → Purchases.
  • Click Add Purchase.
  • Select the purchase type: Inventory Part or Garage Expense.

Inventory Part

Use this option when purchasing new parts or replenishing inventory stock.

You can enter

  • Part Name.
  • OEM Code.
  • Quantity.
  • Supplier.
  • Cost (excl. VAT).
  • Cost (incl. VAT).
  • VAT %.
  • Sell Price (excl. VAT).
  • Sell Price (incl. VAT).
  • VAT % for the selling price.
  • Brand.
  • Min Stock Level.
  • Invoice number.
  • Invoice date.
  • Payment method.

The cost is the amount paid by the workshop to the supplier. The selling price is the amount for which the part may be sold to a customer.

After entering the information, click Add to Inventory.

Garage Expense

Use this option when the purchase is not an inventory part and will not be sold to a customer as part of a repair.

You can enter

  • Description.
  • Reference Code.
  • Quantity.
  • Supplier.
  • Cost (excl. VAT).
  • Cost (incl. VAT).
  • VAT %.
  • Invoice number.
  • Invoice date.
  • Payment method.

After entering the information, click Create Expense.

Receiving a Part Through a Job Card

A purchase can be registered not only through the Purchases page but also directly from a Job Card.

This method is convenient when one or a few parts have been purchased for a specific repair. For example, a workshop employee may collect a missing part directly from a supplier and immediately record its receipt.

To record receipt

  • Open the relevant Job Card.
  • Select Works & Parts.
  • Find the ordered part.
  • Change its status to Received.
  • In the Receive Items window, enter the quantity actually received.
  • If an invoice is available, enter its number and date.
  • If the supplier has already been paid, select Also mark as paid.
  • Confirm receipt.

The received quantity is added to Inventory, linked to the relevant job, and included in purchase records.

If only part of the ordered quantity has arrived, enter only the number of units actually received. The remaining quantity can be recorded when the rest of the delivery arrives.

When Should You Use the Job Card?

The Job Card is convenient when

  • One or a few parts are being received.
  • The parts are intended for one specific repair.
  • A part was collected directly from the supplier.
  • The invoice needs to be quickly associated with a specific part.

Note

When a purchase is recorded through the Job Card, invoice information must be entered separately for each part.

When Should You Use the Purchases Page?

Finance → Purchases is more convenient when

  • Many different parts are received from one supplier.
  • One invoice covers several parts.
  • An entire supplier delivery is processed at once.
  • All supplier items are paid with one payment.
  • Inventory stock is being replenished.
  • A general workshop expense is being recorded.

Part Status Workflow

Parts linked to a Job Card move through the following main statuses:

Required → Ordered → Received → Installed

Required. The part is needed for an approved repair, but it is not available in stock and has not yet been ordered.

Ordered. The order has been placed with the supplier. The part appears under Awaiting Delivery, and the ordered quantity is visible in Inventory.

Received. The part has been delivered or collected from the supplier. The received quantity is recorded in Inventory and linked to the job.

Installed. The part has been used for the repair. Its quantity is removed from inventory and is no longer counted as available stock.

Note

Payment status is independent of the delivery and installation workflow. A received or installed part may still be shown as Unpaid.

Purchase Statuses on the Job Board

The Parts filter on the Job Board complements the Purchases section and helps staff find jobs by part status.

Available filters include

  • Need to Order — jobs that contain at least one part that still needs to be ordered.
  • Awaiting Approval — jobs or parts that are still awaiting approval.
  • Ordered — jobs containing parts that have already been ordered.
  • Received — jobs for which parts have already been received.
  • Has Parts — all jobs that contain added parts.

Job Cards may also display labels such as

  • Need to Order
  • Waiting for Parts
  • Partially Ready
  • Other statuses related to part availability.

The Job Board is intended for quickly locating jobs whose progress depends on parts.

Finance → Purchases is used to manage the actual orders, suppliers, invoices, deliveries, and payments.