Purchase Management

Transactions · Purchase

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Guide Entry Fields Save Flow Troubleshooting

Module

Transactions

Platforms

Android + Windows

Direct shortcut

Ctrl+F3

Guide status

Implementation-backed

Purchase Management overview

Purchase Management is VauPrime's transaction screen for creating, reviewing and maintaining supplier purchase vouchers. The current Dart implementation combines voucher numbering and series, supplier account, voucher date, GST nature, material centre, product lines, bill sundry, optional broker details, scanner entry, totals, filters and saved-voucher actions with stock-aware create, edit and delete behavior.

Add Purchase

Entry

Create a new purchase voucher or load an existing voucher into edit mode. Invoice details, product rows, configured sections, totals and save validation live here.

Review entry fields

Purchase List

Manage

Review saved vouchers in the active financial year and use the supported view, edit, share, delete and transaction-specific actions.

View list actions

Access requirement: open the correct organization and use a user/role that has access to this transaction screen.

How to open Purchase Management

Use the Invoice Center, Global Sidebar, Windows Sidebar, direct keyboard shortcut, or app-wide Global Search.

Android

Invoice Center

DashboardInvoicesInvoice CenterPurchase Invoice

Android

More / Global Sidebar

DashboardMoreGlobal SidebarTransactionsPurchase Management

Windows

Left Sidebar

DashboardSidebarTransactionsPurchase Management

Keyboard

Direct shortcut

Ctrl+F3Purchase Management

Open with Global Search

Press Ctrl+F, type Purchase Management or a related term, then open the result under Transactions. Search terms currently include Purchase Management / purchase voucher / bill.

Shortcut note: current VauPrime source uses Ctrl+F1 for Sales Management and Ctrl+F3 for Purchase Management. Ctrl+1 and Ctrl+3 are not currently bound.

Screen workspace

The same transaction workflow adapts between compact mobile layouts and the larger Windows workspace.

Android / compact

Responsive transaction view

Uses Global Header and the transaction content without a permanently visible Windows sidebar. Entry fields and product rows collapse into a compact arrangement.

Windows / desktop

Sidebar + wider content

Uses the Window Global Sidebar with Global Header and a wider transaction canvas. Wide layouts can place major entry sections side-by-side.

Add Purchase

Invoice details, product entry, additional sections, totals and Save flow.

Purchase List

Saved vouchers with review and maintenance actions for the active financial-year context.

Invoice details fields

Fields surfaced by the current Add Purchase implementation and how they behave.

Field / message	Requirement / cause	Behavior / action
Series	Conditional	Shown when purchase voucher series are available. The selected series can control voucher formatting and automatic numbering.
Voucher No.	Required	Purchase voucher number. Automatic series can make it read-only; the UI validates manual numbering.
Voucher Date	Required	Purchase transaction date, validated against the active financial year.
Account	Required	Supplier/party ledger. The current selector filters to Sundry Creditors and Sundry Debtors.
GST Nature	Selection	Determines GST treatment while calculating and saving the purchase voucher.
Material Centre	Selection	Inventory location used by purchase stock movement. If none exist, the screen asks the user to create one first.
Broker	Conditional	Available when the Purchase Voucher Configuration keeps the broker-detail section enabled.
Notes	Optional	Additional narration or internal purchase notes.

Series

Conditional

Shown when purchase voucher series are available. The selected series can control voucher formatting and automatic numbering.

Voucher No.

Required

Purchase voucher number. Automatic series can make it read-only; the UI validates manual numbering.

Voucher Date

Required

Purchase transaction date, validated against the active financial year.

Account

Required

Supplier/party ledger. The current selector filters to Sundry Creditors and Sundry Debtors.

GST Nature

Selection

Determines GST treatment while calculating and saving the purchase voucher.

Material Centre

Selection

Inventory location used by purchase stock movement. If none exist, the screen asks the user to create one first.

Broker

Conditional

Available when the Purchase Voucher Configuration keeps the broker-detail section enabled.

Notes

Optional

Additional narration or internal purchase notes.

Purchase products and item rows

Product-entry fields, quantity handling and scanner behavior used by the voucher.

Field / message	Requirement / cause	Behavior / action
Product	Selection	Select an existing product for each purchase line.
Qty	Numeric	Supports decimal purchase quantity and quantity-controller behavior.
Unit	Product-linked	Follows the selected product and quantity workflow.
Price	Numeric	Purchase price used with quantity to calculate the item amount.
Amount	Calculated flow	Maintained as the purchase item changes.
Quantity expression	Optional	Purchase items support quantity expression, terms and description.
Barcode / scanner	Optional	Scan Product Mode and rapid hardware-keyboard scanner input can add matching products when enabled in configuration.

Product

Selection

Select an existing product for each purchase line.

Qty

Numeric

Supports decimal purchase quantity and quantity-controller behavior.

Unit

Product-linked

Follows the selected product and quantity workflow.

Price

Numeric

Purchase price used with quantity to calculate the item amount.

Amount

Calculated flow

Maintained as the purchase item changes.

Quantity expression

Optional

Purchase items support quantity expression, terms and description.

Barcode / scanner

Optional

Scan Product Mode and rapid hardware-keyboard scanner input can add matching products when enabled in configuration.

Advanced and configurable sections

These sections are transaction-specific or depend on the active voucher configuration.

Bill Sundry

Purchase vouchers support configured bill-sundry rows including amount/percentage and related accounting behavior.

Broker

Purchase Voucher Configuration can enable or disable Broker details. When enabled, a Broker selector appears in Invoice Details.

Product Scan Mode

Purchase supports scanner-driven product entry. If the option is disabled in Purchase Voucher Configuration, scanner mode cannot be enabled from the entry screen.

Voucher Configuration

Purchase Voucher Configuration controls options including broker details, product scan mode, terms and bank details.

Purchase List filters

The current state includes date range, minimum/maximum amount, party and material-centre filters.

Purchase save and validation flow

What VauPrime checks before a voucher is created or updated and what happens after validation succeeds.

Plan creation check

For new vouchers, the current screen-level rule allows 25 Purchase vouchers on Lite and 100 on Elite before Upgrade Required. Other plans are not capped by this particular rule.

Expected result

Creation stops when the applicable screen-level limit has been reached.

Voucher number validation

Voucher No. is required and validated through the purchase/series flow.

Expected result

Blank or invalid numbering must be fixed before save.

Party validation

A supplier/party account is required.

Expected result

The Purchase service rejects an empty party name.

Item validation

At least one Purchase item is required.

Expected result

A voucher with no item rows is rejected.

Organization & financial year

The save flow requires an active organization and active financial year. Voucher Date must fall inside that financial year.

Expected result

Missing context or out-of-range dates block save.

Calculate voucher totals

Product rows and bill-sundry values are combined into the Purchase totals.

Expected result

Header and detail values stay consistent.

Create or update

New vouchers are created; edit mode rewrites the existing purchase and rebuilds linked detail rows where needed.

Expected result

The latest Purchase voucher state replaces the previous state.

Stock & accounting alignment

Purchase save/delete behavior keeps inventory and related accounting entries synchronized with the voucher.

Expected result

Stock and linked records follow the Purchase voucher state.

Purchase List: existing vouchers

Review and maintain vouchers after they have been saved.

Financial-year list

Purchase List uses the active financial-year context. Its empty state offers Refresh Again, Change Financial Year and Support Team.

Search & filters

Filter by date range, amount range, selected parties and selected material centres.

View

Open an existing Purchase in the invoice/detail view.

A Share action is available for saved Purchase vouchers.

Edit

Loads the selected Purchase back into the form and switches the screen into edit mode.

Delete

Single deletion uses confirmation and removes the voucher with related entries.

Bulk delete

Multi-selection deletion warns that stock quantities will be restored and related entries removed.

Desktop list controls

The Purchase state includes full-screen/table presentation controls for larger layouts.

Troubleshooting and validation messages

Common messages and conditions surfaced by the current transaction screen and save logic.

Field / message	Requirement / cause	Behavior / action
Voucher Number is required	Voucher No. is empty.	Enter/select the Purchase voucher number.
Party name is required	No supplier/party ledger is selected.	Choose the supplier account before saving.
At least one item is required	The Purchase contains no item rows.	Add at least one product line.
Organization context not found for purchase save.	The active organization could not be resolved.	Return to organization selection and reopen Purchase Management.
Active financial year not found	No active financial year is available.	Create/activate the correct financial year and retry.
Voucher date must be within current financial year	Purchase date is outside the active financial-year range.	Correct Voucher Date or switch financial year.
Upgrade Required	Lite reached 25 or Elite reached 100 Purchase vouchers under the current screen-level rule.	Review upgrade options before creating additional vouchers.
Product Scan Mode is disabled in Purchase Voucher Configuration	Scanner entry is disabled in Purchase configuration.	Enable Product Scan Mode in Purchase Voucher Configuration first.

Voucher Number is required

Voucher No. is empty.

Enter/select the Purchase voucher number.

Party name is required

No supplier/party ledger is selected.

Choose the supplier account before saving.

At least one item is required

The Purchase contains no item rows.

Add at least one product line.

Organization context not found for purchase save.

The active organization could not be resolved.

Return to organization selection and reopen Purchase Management.

Active financial year not found

No active financial year is available.

Create/activate the correct financial year and retry.

Voucher date must be within current financial year

Purchase date is outside the active financial-year range.

Correct Voucher Date or switch financial year.

Upgrade Required

Lite reached 25 or Elite reached 100 Purchase vouchers under the current screen-level rule.

Review upgrade options before creating additional vouchers.

Product Scan Mode is disabled in Purchase Voucher Configuration

Scanner entry is disabled in Purchase configuration.

Enable Product Scan Mode in Purchase Voucher Configuration first.

Guide notes and related documentation

Important implementation-backed behavior plus the most relevant next guides.

Compact Android/iOS layouts use Global Header and transaction content without the permanent Windows sidebar; desktop layouts include Window Global Sidebar.

The two primary tabs are Add Purchase and Purchase List.

Purchase Account selection currently filters account groups to Sundry Creditors and Sundry Debtors.

Purchase deletion is stock-aware: bulk-delete confirmation explicitly states that stock quantities are restored and related entries removed.

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