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The Purchasing module keeps your supply chain and spending under control. Record every purchase, track what you owe each supplier, manage recurring expenses by category, and process purchase returns — all with full audit trails and one-click Excel exports.

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Purchase Orders (Órdenes de Compra)

A purchase order (PO) is a formal request to a supplier before goods or services are received. Creating POs helps you document what was ordered and at what price before committing to a purchase. To create a purchase order, go to Purchasing → Purchase Orders → New Purchase Order. Select the supplier, add each product line with the expected quantity and unit cost, and set an optional delivery date. Save the PO to share it with your supplier via PDF or email. Once the goods arrive and you’re ready to record the purchase:
  1. Open the purchase order from the list.
  2. Verify received quantities and adjust if there are any discrepancies.
  3. Click Convert to Purchase — SmartPyme carries over all lines, costs, and supplier details automatically.
Purchase orders do not update stock or accounts payable until they are converted to a confirmed purchase.

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Recording a Purchase

1

Open the New Purchase form

Navigate to Purchasing → New Purchase from the left sidebar.
2

Select a supplier

Search for the supplier by name or NIT. If the supplier is new, click + New Supplier to create the record without leaving the form.
3

Add product lines

Use the product search bar to add each item you received. SmartPyme auto-populates the last purchase cost — update it if the price has changed.
4

Enter unit costs and quantities

Confirm the unit cost and received quantity for each line. SmartPyme calculates the line total and overall purchase total automatically.
5

Save the purchase

Click Save. SmartPyme posts the purchase, updates stock in your selected warehouse, and records the amount as accounts payable (CXP) under the supplier’s balance.

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Suppliers (Proveedores)

Your supplier directory is the backbone of the Purchasing module.
  • Add a supplier — go to Suppliers → New Supplier and fill in the company name, NIT, address, contact person, email, and phone.
  • Edit a supplier — open the supplier record, click Edit, update the details, and save.
  • Search by NIT — use the NIT field in the search bar to look up a supplier instantly by their tax identification number.
  • Track accounts payable (CXP) — inside each supplier record, the Account Payable tab shows every open balance, due date, and payment history. This view updates in real time as you record purchases and payments.
  • Purchase history — the History tab lists every purchase, return, and payment associated with the supplier, with links to the original documents.

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Expenses (Gastos)

Record non-inventory business expenses — rent, utilities, salaries, marketing, and more — to get a complete picture of your operating costs. To record an expense, go to Purchasing → Expenses → New Expense and fill in:
  • Category — assign the expense to a category (e.g., Utilities, Marketing, Office Supplies) and optionally a department.
  • Amount and date — enter the total amount and the date the expense was incurred.
  • Receipt attachment — click Attach to upload a scanned receipt or invoice image for documentation.
  • Supplier — optionally link the expense to a supplier in your directory.
Use expense categories to get a clear picture of where your money goes in the Dashboard. The spending breakdown widget on the Dashboard groups expenses by category so you can spot trends at a glance.

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Accounts Payable (CXP)

Keep track of every amount you owe to suppliers from one central view. Go to Purchasing → Accounts Payable to see:
  • Outstanding balance per supplier — the total unpaid amount for each supplier.
  • Due dates — color-coded flags highlight overdue and upcoming payments.
  • Aging report — filter balances by 30, 60, 90, and 90+ days overdue.
To record a partial payment (abono):
  1. Open the supplier’s CXP record or the specific purchase document.
  2. Click Record Payment.
  3. Enter the amount paid, the payment method, and the date.
  4. Save — SmartPyme reduces the outstanding balance and logs the transaction in the payment history.

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Purchase Returns (Devoluciones de Compra)

If you need to return goods to a supplier, SmartPyme adjusts your stock and accounts payable automatically.
1

Navigate to Purchase Returns

Go to Purchasing → Purchase Returns → New Return.
2

Select the original purchase

Search for the original purchase by document number, date, or supplier name.
3

Choose items to return

SmartPyme loads all line items from the original purchase. Select the items being returned and adjust quantities if the return is partial.
4

Confirm the return

Click Process Return. Stock is removed from your warehouse and the supplier’s CXP balance is reduced by the return amount.

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Reports and Exports

SmartPyme provides flexible reporting tools to analyze your purchasing activity.

Export to Excel

From the Purchases list, apply your date range, supplier, and status filters, then click Export → Excel to download the results as a formatted spreadsheet.

Purchases by Supplier

Go to Reports → Purchases by Supplier to see totals, returns, and net purchases per supplier over any period.

Expense Report

Go to Reports → Expenses to view spending by category, department, or date range, with drill-down to individual transactions.

CXP Aging Report

Go to Reports → Accounts Payable Aging for a snapshot of all outstanding supplier balances grouped by how overdue they are.