Every purchase brings goods into your stock and takes money out. By the end of this article, you will know how to record one, say which money paid for it, and settle the invoices that are waiting.
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1Create your suppliers
Open Management › Suppliers and click + New supplier. Only the Name is required. Also fill in the Payment terms: the number of days this supplier gives you to pay. CYSOL uses it to suggest a due date for their invoices.
2Record a purchase
Open Management › Expenses, Account tab, and click + New purchase. In the window:
- type the name of the Supplier;
- check the Date and note the Reference (slip, invoice);
- under Products, choose each product, its quantity (Qty) and its Unit price; use + Add a line for the next one;
- answer the Paid? question (see step 3), then click Add to the list and Save.
Until it is saved, the purchase waits on the right, under Today: you can enter several and save them all at once.
Only products tracked in stock are offered. A missing supplier or product can be created on the spot: type its name, then choose Create "…". A product created this way is filed in the “Purchases” category, off the menu.
3Say which money paid for it
The Paid? question has three answers:
- Yes, from other funds: the till drawer does not move;
- Yes, with cash from the till: the amount will leave the drawer at the next Z report;
- Not yet, to pay on: pick the date. The invoice goes into To pay.
In the list of purchases, the Payment column then shows where each invoice stands: Paid from the till, Paid from other funds, To pay on … or, in red, Overdue since ….
Tip — Made a mistake? Click the purchase's row to correct it. Cancel takes it out of the totals, with a reason, and the stock comes back; the row stays visible, struck through.
4Record an expense from the till
When a staff member pays a supplier with cash from the drawer, they record it on the till: ☰ menu › Record an expense. The Till expenses window works just like the purchases one. It is signed by the staff member who is signed in, and the amount is counted in the Z report.
In the back office, Management › Expenses, Till tab, lists them all, by supplier and by staff member. Delete takes an expense out of the totals, with a reason: it stays visible, struck through.
5Settle what is left to pay
Open Management › To pay. What you owe is sorted date by date; anything overdue shows in red. The Suppliers filter keeps only the invoices. On a row, click Mark as paid, choose cash from the till or other funds, then confirm.
A payment marked by mistake can be undone further down, under Paid in the last 30 days: Cancel button.
Important — Paying does not change your result: the purchase is counted in it as soon as it is recorded. Only the drawer and what is left to pay move.