Purchase cycle at a glance

Purpose

See the order-to-pay path and pick the shortest document chain for the job. You do not have to raise every document.
Screen: Purchase → Purchase Document, then the document you need. Reports: Purchase → Purchase Report.
When you still owe the supplier, finish on a Purchase Invoice. When you pay now, finish on Cash Purchase.

D2 — Purchase order and goods received. What you ordered, and what arrived. A purchase order does not post to the supplier, the bank, or stock. Goods received can increase stock quantity.
D3 — Purchase invoice. You still owe them. Pay later with a payment.
D4 — Cash purchase. Paid now. Money leaves Pay From. Nothing stays outstanding.
D5 — Fast purchase entry. Many simple credit bills, one row each, no line items.
D6 — Supplier payment and knock-off. You paid an invoice. Take the money from the bank and apply it to the bills.
D7 — Supplier refund, debit note, credit note. Extra charge, return, or money back.
D8 — Expenses and expense payment. Rent, petrol, or a staff claim with no supplier bill.
D9 — Scan receipt or invoice. Photo or PDF, then confirm before it posts.
D10 — Payroll and hire purchase. Salaries and hire-purchase buys as journals.
D11 — Purchase reports. Who you owe, what is due, aging, statement, and past prices.

Purchase Order, Goods Received, Purchase Invoice, Cash Purchase, Payment, Refund, Debit Note, and Credit Note are under Purchase → Purchase Document.
Knock-off after the fact: Purchase → Purchase Document → Maintain Knock-Off.
Reports: Purchase → Purchase Report.
Related, and not under Purchase Document: General Ledger → Expenses, the side menu Scan Receipt/Invoice, and Bank cash-book payment.

On AI Agents, open Purchases & money out.
Supplier bill, or Record a supplier bill — purchase invoice (you still owe them).
Purchase credit note, or Record a purchase credit note — supplier credit note.
Supplier payment, or Pay a supplier invoice — payment and knock-off.
Record an expense, or Record a business expense payment — cash-book payment. That is money out that is not a supplier invoice.
Scan receipt — photo or PDF into a document, usually an expense.
Deposit to supplier, or Record a deposit paid to a supplier — advance paid before the bill.
Record payroll — payroll journal. KinraSoft has no payroll module.
Hire purchase, or Buy a car on hire purchase — hire-purchase journal.
There is no wizard for purchase order, goods received, cash purchase, Fast Purchase, debit note, refund, or reports. Ask “how to…” for those guides.
Do not type “how to record a supplier bill” if you want the live invoice wizard. Use the chip Supplier bill.

Company dates are saved. New work is dated on or after System Conversion Date. Unpaid bills from the old system are past invoices, not this cycle.
Suppliers exist. Credit terms exist if the supplier screen requires them.
Default Purchase and Cash Purchase accounts on Account Setup, so the line Account fills itself.
Bank or cash accounts on the chart of accounts if you will pay now.
Document numbers exist. Leave Ref No. or Voucher No. blank to use Next No.
Premium: stock items and locations if you buy inventory.

Choose the chain below. Skip documents you do not need.
Create the first document with New, or F2 from the listing.
To continue the chain: on the listing, select the row, then Transfer (same supplier; the source becomes Transferred or Billed) or Copy (new document; the source stays). Tick the destination, then Transfer or Create. Edit and Save.
Pay later with Payment. Check who you still owe on Aging or Statement.
You can go straight to Purchase Invoice or Cash Purchase. Purchase order → goods received is optional.

Order only; goods not yet in. Raise Purchase Order. Skip goods received and the invoice until they arrive or you are billed.
Goods arrive at the warehouse. Goods Received, from a purchase order or new.
Credit purchase (pay later). Purchase Invoice, from a purchase order, goods received, or new. Skip cash purchase.
Paid at the counter. Cash Purchase. Skip invoice plus payment.
Many simple credit bills, no line items. Fast Purchase Entry.
Pay a supplier invoice. Payment. Skip cash-book money out.
Advance before they bill you. Deposit to supplier. Skip payment until you have invoices.
Return or overcharge, and you owe less. Credit Note. Skip refund.
Extra charge after the invoice. Debit Note. A new invoice is only if you prefer a new bill.
Supplier returns money after you paid. Refund.
Rent, petrol, or supplies with no supplier bill. Record an expense, or a cash-book payment.
Staff claim accrued, pay later. Expenses, then Expense Payment.
Snap a receipt photo. Scan receipt.

Copy: one or more documents, even from different suppliers. The source stays as it was. Destinations include Purchase Order, Goods Received, Purchase Invoice, Cash Purchase, and sales types.
Transfer: one or more documents for the same supplier. The source status becomes Transferred (purchase order) or Billed (goods received). Destinations: Goods Received, Purchase Invoice, Cash Purchase.

Purchase Order. No supplier balance, no bank, no stock.
Goods Received. No supplier balance, no bank. Stock quantity in (Premium, if the line has an item).
Purchase Invoice. You owe them. No bank. Stock quantity in.
Cash Purchase. No outstanding. Money out (Pay From). Stock quantity in.
Payment. Reduces what you owe. Money out. No stock.
Deposit to supplier. Advance held. Money out. No stock.
Debit Note. You owe more. No bank. Stock quantity in if the lines have items.
Credit Note. You owe less. No bank. Stock quantity out if items are returned.
Refund. Reduces the balance after payment. Money in. No stock.
Expense (general ledger). Accrual, not accounts payable. No bank until Expense Payment. No stock.
Cash-book payment. No accounts payable. Money out. No stock.
Bank money that is not paying a supplier invoice is Bank → cash-book payment, not Purchase → Payment.

On Purchase Order, Goods Received, Purchase Invoice, and Cash Purchase listings.
Filter Supplier, Start Date, End Date, status, and Project. Click the magnifying glass (Search, F9).
New (file-plus, or F2 / ESC on some listings) opens a blank document.
Double-click a row, or Edit, to open it.
Tick rows, then the dust-bin or the Delete key, to delete.
PDF icon: listing print, or print selected documents. Purchase Invoice and Cash Purchase also print by date range or bill-number range.
Save As New on an open document: Next No. as the new number, or the light-red save for a manual Ref No.
Envelope: email the document. The supplier must have an email on Maintain Supplier.
Default listing for purchase order: pending (not transferred, not cancelled), newest date first. For goods received: pending (not billed, not cancelled).

Not sure invoice vs cash purchase. Still owing: Purchase Invoice. Paid now: Cash Purchase.
Payment will not find the bill. You used Cash Purchase (nothing outstanding), or the invoice is already knocked off.
Transfer does nothing useful. Select rows first. Transfer needs the same supplier on all selected rows.
Stock did not move on a purchase order. Expected. Stock moves on goods received, purchase invoice, cash purchase, debit note, and credit note (return).
“How to record a supplier bill” did not post. That searches this guide. Use the chip Supplier bill.
Paid rent from the bank with no bill. That is Record an expense, or a cash-book payment, not Payment.