---
title: "Purchases"
canonical: "https://helpcenter.storesace.com/space/KBEN/23363585/Purchases"
format: markdown
---
The Purchasing menu handles all transactions related to the purchase of items and is divided into three areas:

- **Orders**: deals with all processes necessary for ordering items for stores.
- **Deliveries**: handles all processes related to the delivery of items to stores, whether based on orders generated in the previous area or not.
- **Returns**: manages all processes linked to returning items to suppliers, detailing the underlying reasons and justifications.

# Orders

> Macro (anchor)

Orders represent the record of an intention to purchase items from a supplier. They do not on their own constitute a stock movement..

## Creating an Order

> Macro (anchor)

The Orders menu enables the creation, editing and closure of orders to suppliers. The creation of a new Order can be done through the main menu "Movements > Purchases > Orders”.

The "Add" button leads to the creation page, where all fields marked with **(*)** are mandatory.

![Add Order EN.gif](media://0ae39e50-a14f-4a43-aa63-3dd13bd20aef)

![image-20240129-121508.png](media://4c02bbec-6014-4ddd-97e4-95ffc7c3e06a)

**Order Date**: specifies the date when the order is created.

**Movement Type**: details the movement type as an order, which doesn't affect stock (an order doesn't impact stock).

**Justification**: explains the reason for issuing the document, if necessary.

**Document**: specifies the document type, in this case, a Purchase Order.

**Delivery Location**: defines where the items to be ordered should be delivered; all fields marked with **(*)** are mandatory.

**Supplier**: specifies the supplier from whom the items will be ordered; these depend directly on the prior definition of data related to the delivery location.

**Predicted Delivery Date**: defines the expected date of item delivery to the store.

Some options help to list items in order to place an order.

- **Total:** populates the list with all items from the supplier's cardex.
- **Items Template:** Allows you to select a pre-configured article template for the transaction.
- **Order Suggestion:** Activates the window for automatic order suggestions.

After all fields are defined, the "Create" button is used to generate the order.

## Order Suggestions

> Macro (anchor)

During order creation, there's the option to automatically suggest items for the order. 

Once all fields are defined as for a regular order, the "Order Suggestion" button is found below. When an **item template** is used together with the order suggestion, the results displayed are restricted to the items included in that template. When selected, the order suggestion menu appears:

![image](media://8f1efde6-1272-4e0a-9d25-3b605b6d96c8)

Here, a Reference Period should be selected for which sales analysis will be performed, to forecast the items and quantities needed to replenish item stock within the identified period in the <u>Needs Suggestion</u>.

Based on the current store stock, its needs, and the maximum and minimum stock limits of the items, items and quantities to be ordered are suggested.

After defining the fields related to analysis and potential need dates, in "Stores" we indicate the store(s) that we want to use as a reference for the suggested quantities of items. Next, the **% factor** can also be defined, which allows the user to increase or decrease the suggested quantities by a percentage, in case the period considered for future needs corresponds to a time when an increase or decrease in demand is expected (such as festive seasons, promotions, weekends), depending on the business's area of focus.

## Adding Items to an Order

> Macro (anchor)

Once the order's basic settings are created, it's possible to add items to the order list. Only items assigned to the supplier entered during creation can be added.

> ℹ️ If you need help on applying filters, groupings, and other settings to your listings, you can find out more [here](https://helpcenter.storesace.com/space/KB1/132677634/Listagens).

![image](media://982cb85e-44ac-4af9-80e1-8f5b7bcf1dec)

**Add**: Enables adding items one by one to the list, where quantities, units, and prices can be defined.

![Add Item EN.gif](media://4b433c1e-ca3c-418d-a820-86b2f1d9f97a)

**Search**: Allows adding multiple items to the list; these must be edited in terms of order quantities and units in the corresponding list line.

![Search Item EN.gif](media://3a8c98d8-2fa3-4632-a099-728490b6ecd0)

**Search Field**: Allows searching for items by name or code to be directly inserted into the list.

![Search field EN.gif](media://b6278b9e-3057-4f65-90f4-920e92be8181)

Alternatively, use the tools in the Side Toolbar.

> ℹ️ ##### The inclusion of an item in an order may be restricted by its inclusion in the supplier's cardex for the order being registered and by the configurations of the supplier and its cardex.

### Sidebar Tool Options

When items are being added to the order, the side toolbar presents a set of additional tools to assist in the task.

### List of Items to Order

Once the items to be ordered are selected, they appear in a list.

![image-20240722-115341.png](media://f78bf3a8-d432-4658-81ef-777a9dcd7ba2)

Any line containing an item is editable, and clicking on it opens the item editing window with relevant data for an order. All fields marked with **(*)** are mandatory.

![image](media://516489c3-4b42-4fd3-a5b0-616bac744da6)

**Current Stock**: indicator of the item's stock quantity in the store's warehouse; allows the quantity field to be filled with real-time knowledge of the current stock quantity.

Items can be removed from the list by selecting the corresponding checkbox and using the "Remove" button.

After an order is created and saved for processing, a set of distinct action buttons appears in the upper right corner.

## Closing an Order

> Macro (anchor)

After an order is created and saved for processing, a set of distinct action buttons appears in the upper right corner.

![image](media://c484ca26-81d4-4f6c-afa7-e661c7c54c7d)

**Save**: allows saving the progress of the order note.

**Close**: allows closing the order.

**Approve**: if the user has the necessary permissions, allows changing the order status from Closed to Approved.

Order closure leads to two sets of actions based on supplier settings. If the supplier accepts email orders and this detail is active and the email field is filled, a window appears at closure to confirm or correct the email and choose whether to send the order or not.

![image](media://f0831cdb-7f4f-444e-a112-15220d8cbae9)

The order status then changes to Closed, and the button configuration at the top changes to:

![image](media://bc386f22-e010-4f1d-81c6-c18cf1b51156)

**Approve**: if the user has the necessary permissions, allows changing the order status from Closed to Approved.

**Reopen:** if the operator has the necessary permissions, allows reopening the order if an update is needed.

Once an order is approved, there's the possibility of automatically generating a delivery movement from the order document, using the "Create Delivery" button.

![image](media://59323a40-277b-4d5a-a8ee-0441e80b2bec)

## Order Status

> Macro (anchor)

Documents related to orders, in all phases of drafting and processing, are associated with a state that determines the phase of the process they're in.

These states provide specific properties to how the order is handled, allowing certain actions to be taken or not.

- **Draft**: initial phase of the order after creation; the document is saved but without any link in the system; can be edited at any time by the operator; can be saved.
- **Open**: order that has been saved and numbered, linked to the system, and in the processing phase; can be edited at any time by the operator; can be closed.
- **Closed**: order in its final editing phase; linked to the system and ready to move to the next processing phase; can be reopened by operators with the necessary permissions if corrections are needed.
- **Approved**: order in its final editing phase; linked to the system and ready to move to the next processing phase; can be reopened by operators with the necessary permissions if corrections are needed; approved by a user with the permissions to do so.
- **Delivered**: state to which an order advances when associated with a delivery; the percentage delivered can be checked in the order list

> ℹ️ Learn more about filters and groupings in the Listings [here](https://helpcenter.storesace.com/space/KBEN/132710465/Lists).

![image-20240722-114444.png](media://d4b375fb-08da-488c-9057-9235c40dc43a)

# Deliveries

> Macro (anchor)

Deliveries are all movements of items entering the warehouse from external entities, which may or may not depend on a previous order.

Creating a Delivery affects the stock from the moment (Entry Date) the quantities of items entering the store's warehouse are acknowledged.

## Creating a Delivery

> Macro (anchor)

At the time of physically delivering items to the store, it's possible to create a delivery document in StoresAce, detailing relevant data regarding that movement.

A Delivery can be created or associated in the following ways:

[Creating a new Delivery](#8A)  
[Link an Order to a Delivery](#8B)  
[Generate the Delivery directly from the Order](#8C)

### Creating a new Delivery

> Macro (anchor)

The Deliveries section allows to create, compose and close Deliveries from Suppliers. The creation of a new Delivery can be done through the main menu "Movements > Purchases > Deliveries".

The "Add" button refers to the creation page, all fields marked with **(*) **are mandatory.

![Create a new Delivery EN.gif](media://6aa1d0e7-c935-490e-9751-6a272f0a750f)

### Link an Order to a Delivery

> Macro (anchor)

Once added, it is possible to associate an Order with the Delivery through the search field.

![Find Order in search field EN.gif](media://256f18cd-bd55-4f4f-b81e-4a91459163d2)

### Generate the Delivery directly from the Order

> Macro (anchor)

Alternatively, it is also possible to generate a Delivery quickly from the "Create Delivery" option available on the Order page.

![Create Delivery from Order EN.gif](media://8324113e-9c60-47e6-baea-91d6e2326e1a)

> ℹ️ **Depending on the settings assigned to a given supplier, their deliveries might always need to depend obligatorily on a previous order.**


If, when creating the delivery, the "Order" field is filled, a window will appear with all order movements existing in the system not yet associated with deliveries. By selecting one of these movements, the delivery will be based on that order, and some fields in the delivery creation window will be pre-filled by default with relevant data contained in the now-associated order note.

The mandatory fields that always need to be filled are:

- **Entry Date**: defines the date on which the delivery is made. Mandatory and essential field, as this is the date when the stock of items will be increased in the warehouse, with the quantities effectively delivered.
- **Reference Document Number**: number of the document (invoice, waybill, etc.) accompanying the delivery. Mandatory and essential field, as it identifies the document that will later be used for accounting reconciliation.
- **Reference Document Date**: date of issuance of the reference document.

Once all fields are defined, the delivery is ready to be created.

### Adding Items to a Delivery

> Macro (anchor)

After the delivery is created with its basic settings, it's possible to add items to the present listing.

If the delivery has been associated with an existing order, the listing will be filled with items from the order note.

If it's a standalone delivery, it becomes necessary to input items manually; if the supplier restricts purchases to a cardex, it's only possible to add items assigned to the supplier inserted during creation.

![image-20240722-115341.png](media://f78bf3a8-d432-4658-81ef-777a9dcd7ba2)

**Add**: allows adding items one by one to the listing, enabling the definition of quantities delivered, as well as units and prices.

![Add Item Delivery EN.gif](media://c3ffd17e-6356-4009-afab-57dad7852236)

**Search**: enables adding multiple items to the listing; these need to be edited with their delivered quantities and units in the corresponding listing line.

![Search Item Deliveries EN.gif](media://9fae3f9d-a97e-4218-a1ab-38d41ce6e1b2)

**Search field**: allows searching for items by name or code to insert them directly into the listing.

![Search field Item Deliveries EN.gif](media://decf4f55-6acd-49bd-b3ff-8eb2e63ef7c3)

### Sidebar Tool Options

When adding items to the delivery document, the sidebar toolbar provides additional tools to assist the task.

### List of Delivered Items

After the delivered items are selected (whether manually or automatically by being associated with an order), they appear aggregated in a list.

#### Quantities to Zero

If this option is defined as active for the specific supplier, the quantities of items included in deliveries do not appear with the ordered quantities but are displayed in red text with quantities set to 0 (as visible in the highlighted area).

![image-20240722-133234.png](media://1feda584-642e-43b2-a7aa-f42f7da3ba04)

This means that at the time of item delivery, a physical count and a comparison with the order document are necessary, allowing discrepancies between the ordered quantities and the quantities delivered by the supplier to be identified.

#### Quantity

> Macro (anchor)

As in all listings, any lines containing the item are editable, and clicking on one brings up the item editing window with relevant data for a delivery, with all fields marked with **(*)** being mandatory.

![image](media://4aa0acd3-bbf7-4dc8-8729-06cb7de8c207)

The quantity field in this editing window refers to the quantities of items set to 0 during the import of items into the listing. Just as the quantities appear as 0 in the listing, in the editing window, the field appears, as seen in the example, as 0, and immediately below, as highlighted, the immediate difference from the ordered quantity is displayed.

As the items are counted, they can be entered in the Quantity field, while the difference indicator moves closer to or further from the ordered quantity as the actual physical count is entered.

After the count, it is necessary to save the result or save and move on to the verification of the next item.

#### Batch and Expiration Date

> Macro (anchor)

When delivering Items to the Store, it's possible to define their Batch and Expiration Date, regardless of whether it's mandatory in the settings of the specific item.

In the editing window of the item line, under the "Batch" tab:

![image](media://dc88fec0-b8ef-45f7-98c4-08c54da4670a)

**Batch**: allows entering item batch.

**Expiration Date**: allows entering the expiration date. This date can then be used for label printing or integrated into the Quality Control module for label control and expiry date management.

#### **Sale Price Review**

> Macro (anchor)

The sale price review, when activated in the configurations, is a tool that allows reviewing the selling prices of items based on the purchase prices recorded in deliveries in order to maintain the established profit margins.

![image](media://ced8ec3d-0b44-4e91-b575-d67cc8f033e7)

## Closing a Delivery

> Macro (anchor)

After the delivery to be processed is created and saved, a set of distinct action buttons appears in the upper-right corner.

![image](media://f46d01f1-a610-4573-a952-69829e6c5e8e)

**Save**: allows saving the progress of the delivery note.  
**Close**: allows closing the delivery.

Once closed, the delivery is ready to be accounted for. Deliveries with compliance issues in terms of quantities (excess or deficiency) or quality (problems with the condition of the delivered and checked items) can generate two types of transactions after closing: credits to the supplier or returns.

After closing a delivery, we can access a new set of actions:

![image](media://4d1a7b8c-9805-43ed-9a72-787a381c2030)

**Reopen**: if the operator has the necessary permissions, it allows reopening the delivery in case an update is required.  
**Pending**: allows checking the items and/or quantities of items ordered but not delivered, enabling the generation of a new order or ignoring the pending items.

![image](media://4c9cd6c0-c778-4e9a-acd7-eaf9b1bfa1f9)

**Check**: allows initiating the accounting audit process of the delivery.

## Delivery Status

> Macro (anchor)

Documents related to deliveries are associated with a state throughout all phases of creation and processing, which determines the stage of the process they are in.

These states confer specific properties to the movement of the delivery, enabling certain actions to be taken or not.

**Draft**: the initial phase of the delivery after creation; the document is saved but without any link to the system; it can be edited by the operator at any time; it can be saved.  
**Open**: a delivery that has been saved and numbered and is already linked to the system, in the processing stage; it can be edited by the operator at any time; it can be closed.  
**Closed**: a delivery in its final editing phase; linked to the system and ready to move to the next processing stage; it can be reopened by operators with the necessary permissions if any corrections are necessary.

# Complaints

The **Complaints** module allows you to effectively manage the processes of complaint of items with your suppliers.

## Create a Complaint

The Complaints section allows you to create, compose and close claims to suppliers. The creation of a new Claim can be done through the main menu Movements > Purchases > Complaints.

The "Add" option refers to the creation page, and all fields marked with (*) are mandatory.

![Animation1.gif](media://371e48be-96d0-435d-a37e-e5675e5ba024)

![image-20250721-135931.png](media://f56e9aee-f8d1-4da2-af4b-776266d3c364)

**Delivery:** If at the time of creation of the claim, the "Delivery" field is filled in, this will bring a window with all existing deliveries movements in the system not yet associated with claims. By selecting one of these movements, the claim will be based on that delivery, and some of the fields in the claim creation window will be filled out by default with the relevant data contained in the now associated delivery note.  
**Clomplaint Date**: sets the date on which the claim is created.  
**Justification**: justify the reason for the complaint, if necessary.

**Document**: defines the type of document, in this case a Claim.

**Delivery Location**: defines the place where the items included in the claim were delivered; all fields marked with (*) are mandatory.

**Supplier**: defines the supplier from whom the items were purchased.  
**Expected Delivery Date**: defines the estimated date for returning the items to the supplier.

### Create a Complaint from a Delivery

![Animation5.gif](media://7d35a610-98b1-4cb1-9364-8ccbc88312e6)

To create a complaint from a delivery, go to Movements > Purchases > Deliveries. Then select the desired delivery and, in the sidebar, click on "Generate Complaint". The claim will be automatically associated with the selected delivery and, by default, it will include the items in it.

## Add items to a complaint

After the complaint is created in its basic settings, it is possible to add items for complaint in the present listing. It is only possible to add the items that are assigned to the supplier entered at the time of creation.

![image-20250721-142654.png](media://4413bf16-feb3-43b7-82a2-c0dee4923170)

**Add**: allows you to add items one by one to the list, being able to define both the quantities to be ordered as the units and prices.

![Animation2.gif](media://8387b20a-c2d7-4be9-a7c4-3e46c4d7a9af)

**Search**: allows you to add multiple items to the listing; these have after being edited in your order quantities and units in the line of the corresponding listing.

![Animation3.gif](media://3178eb9e-8037-460c-9c4e-324915486e54)

**Search field**: allows you to search for items by name or code to be inserted directly in the listing.

![Animation4.gif](media://b27d2d7f-f81d-4528-a022-94057998f33e)

Or through the tools of the Side Toolbar.

### Actions of the Side Toolbar

When the items are added to the order, the side toolbar presents a set of additional tools to assist in the task.

### List of items to complain

After selecting the items to complain, they appear in a list.

![image-20250721-144716.png](media://5b969225-3368-4329-96a6-2813af22319b)

Any of the lines containing the item is editable, and clicking on one, the item editing window appears in the data for a complaint. All fields marked with (*) are mandatory.

![image-20250721-144834.png](media://d53e8d28-300b-49bd-a802-7460286078b0)

## Close a Complaint

After the complaint to be processed has been created and saved, a set of buttons with distinct actions appears in the upper right corner.

![image-20250721-145042.png](media://76575578-5aeb-4359-b672-dafd1db982c7)

**Save**: allows you to record the progress of the complaint.  
**Close**: Closes the complaint.

Closing the complaints allows two sets of actions based on supplier definitions. If the supplier accepts receiving complaints by email and this detail is active for the supplier and the field of the completed email, when closing the window appears where you can confirm or correct the email and choose whether the order is sent or not.

![image-20250721-164732.png](media://ba2ef85d-4935-49e5-8289-709969ee04b0)

The status of the complaint then changes to Closed, and the configuration of the buttons at the top now include the "Reopen" option.

![image-20250721-145402.png](media://22cf2158-da85-465f-a504-ec68fe6079d3)

**Reopen**: if the user has the necessary permissions, allows to reopen the complaint in case an update of it is needed.

> ℹ️ If the supplier uses the same email address for orders or has a specific email address for complaints only, this can be configured in the Supplier Settings.  
> ℹ️ If no email address is defined in this option, no email field will be displayed, as there will be no information configured.

## Complaints Status

The documents relating to complaints are, in all their stages of preparation and processing, associated with a status that determines the stage of the process in which they are.

These status give the way the order is handled specific properties that make certain actions may or may not be taken.

- **Draft**: first phase of the claim after creation; document is saved, but without any kind of link in the system; can be edited at any time by the user; can be recorded.
- **Open**: complaint that has been recorded and numbered, and is already linked to the system, being processed; can be edited at any time by the user; can be closed.
- **Closed**: complaint in its final phase; linked to the system and ready to go to the next phase of return; can be reopened by users with the permissions for this, if any correction is necessary.

# Returns

Returns are all outgoing stock movements for items returned to suppliers, whether due to discrepancies with the quantities of items ordered and actually delivered, or due to quality reasons.

Creating a Return affects the stock of items at the moment the quantities of items leaving the store's warehouse.

## Creating a Return

Returns are created after receiving and counting the items. The creation of a new Return can be done through the main menu "Movements > Purchases > Returns".

If these are in excess quantities at the time of delivery, are not the correct items, or are in unsuitable conditions for acceptance, such as damaged packaging, spoiled, or expired, a return movement is created, which can take one of three forms of issued document: Return, Return Guide or Credit Note.

All fields marked **(*)** are mandatory.

![Create a new Return EN.gif](media://9e2f9b28-bf6f-4c9b-97e1-3628134b81ea)

> ℹ️ **Depending on the agreement of the supplier, it may be the case that it is not the same to collect the items for return.**

In this case, with the "Issue Return document?" option enabled, the respective transport document with Tax Authority certification can be legal issued for return purposes, and the fields related to Transport that will appear on the return document will be available for definition.

![image-20240416-172851.png](media://855c7610-ec65-49a0-b79b-deb21b5363e0)

### Associate a Delivery with a Return

![image-20240416-173042.png](media://8b24f211-9444-4720-949c-f67b5b86aa39)

In creating a Return, it is possible to associate this movement with the Delivery in which the items were delivered by the supplier. By doing so, the common information between the movements will be filled in the header of the Return, and by clicking on Create, the list of items will be populated with the items from the Delivery Reference to validate the quantities to be returned.

### Adding Items to a Return

Once the return's basic settings are created, it's possible to add items for return in the present list.

![image-20240722-115341.png](media://f78bf3a8-d432-4658-81ef-777a9dcd7ba2)

**Add**: allows adding items one by one to the list, being able to define both the quantities to be returned and the units and prices.

![Add Item Returns EN.gif](media://61be0139-1594-4164-a73f-7cc7a6d6a7ec)

**Search**: allows adding multiple items to the list; these must then be edited in their return quantities and units in the corresponding list line.

![Search Item Returns EN.gif](media://5058159c-b009-4dcb-af57-cb0b705bb46e)

**Search Field**: allows searching for items by name or code to be inserted directly into the list.

![Add Item via Search Field EN.gif](media://316d4724-6532-4421-b158-54de5bc44e52)

### Sidebar Tool Options

When items are being added to the return, the side toolbar presents a set of additional tools to assist in the task.

### List of Items to Return

After the items to be returned are selected, they appear aggregated in a list, being differentiated by the red text color the items with quantities at 0, that is, items in which the return quantities have not been entered yet.

![image-20240416-173551.png](media://cb50e164-e4c4-4a82-a1e1-ee8a04db12e8)

Any line containing an item is editable, and clicking on it opens the item editing window with relevant data for an return. All fields marked with **(*)** are mandatory.

![Edit qty Returns EN.gif](media://67b5eb05-67e4-407d-8a70-b860ce94218c)

## Closing a Return

After the return to be processed is created and saved, a set of buttons with different actions appears in the upper right corner.

![image-20240416-174214.png](media://a82dda6b-0dd8-4cbe-9424-3f5f6b57d305)

**Save**: allows saving the progress of the return note.  
**Close**: allows closing the return.

After closed, the return is ready to be checked in accounting terms, and we can consult a new set of actions:

![image-20240416-174304.png](media://badc9dcb-1966-4f3c-8459-8e3267db16c7)

**Reopen:** if the operator has the necessary permissions, allows reopening the return if an update is needed.  
**Check:** if the operator has the necessary permissions, allows reopening the order if an update is needed.

## Return Status

Documents related to returns, in all phases of drafting and processing, are associated with a state that determines the phase of the process they're in.

These states provide specific properties to how the return is handled, allowing certain actions to be taken or not.

**Draft**: initial phase of the return after creation; the document is saved but without any link in the system; can be edited at any time by the operator; can be saved.

**Open**: return that has been saved and numbered, linked to the system, and in the processing phase; can be edited at any time by the operator; can be closed.

**Closed**: order in its final editing phase; linked to the system and ready to move to the next processing phase; can be reopened by operators with permissions for it to make any necessary corrections, if no document with communication to the tax authority has been issued.