Add Items (Purchase Flow)
Add Items is the line-entry screen inside a purchase order or purchase invoice. It is where the money is actually decided: quantities, prices, units, taxes and, alongside them, the selling price and margin each line will produce.
Menu path: within Purchases > Purchase Orders / Purchase Invoice forms
What each line captures
| Field | Why it matters |
|---|---|
| Product | Search by name, SKU or barcode; scanning is fastest at a receiving bay |
| Quantity and unit | The unit determines how the quantity converts into stock - a carton is not a piece |
| Price | The supplier's price per unit, in the document's currency |
| Discount and discount amount | Line-level reductions the supplier has given |
| Tax | The rate applied to this line |
| Subtotal | Quantity times price, less discount, plus tax |
| Sale price | The price you will sell at |
| Profit and profit percentage | Calculated live from cost against sale price |
| Lot number, lot barcode, shipment number, expiry date | Batch traceability |
The summary boxes total the document as you work: item count, quantity, and totals. Read them against the supplier's invoice before saving - a mismatch found here takes a minute, and one found next month takes an afternoon.
Working the screen efficiently
- Set the currency and the vendor on the header first. Prices entered before the currency is right have to be re-entered.
- Add lines by scanning or searching. Scanning is not just faster, it eliminates the wrong-variant error that price and quantity checks never catch.
- Check the unit on every line. A price entered per piece against a carton unit is the single most expensive data-entry mistake in purchasing.
- Watch the profit percentage column. It is the earliest possible warning that a supplier increase has eaten your margin, and it appears while you can still act on it.
- Enter lot numbers and expiry dates for anything batch-controlled.
- Reconcile the summary totals against the supplier's document, then save.
Warning: Quantity times unit is what enters stock. Ten cartons at a carton unit with a ratio of twelve is a hundred and twenty pieces; the same ten entered against a piece unit is ten. Both save without complaint.
Tip: If a supplier's price has changed, fix the selling price in the same sitting. The moment you have the new cost and the margin in front of you is the only moment you will reliably remember to.
Full reference
Every option and control on this page, at a glance.
Standard list tools
Every list page in OSOSS shares these controls:
- Manage columns - the icon at the right edge of the header row: search columns, tick to show or hide, drag to reorder. Your selection persists for your user.
- Quick search - matches the page's primary field.
- Filter chips + More Filters - the chips are your defaults; More Filters exposes the full set below.
- Save Filter / Saved Filters - name a filter combination and recall it in one click; one can be your default view.
- Reset - clears filters back to defaults.
- Export All - downloads the current filtered rows with exactly the columns you have selected.
- Focus - hides the surrounding chrome for a full-width table.
- Row selection - the header checkbox selects the page or all matching rows, enabling bulk actions.
- Rows per page and page jumper - at the foot of the table.
- Custom fields - anything you define under Settings > Custom Fields appears here as both a column and a filter.
Related pages
- Purchase Invoices - the document these lines belong to
- Add Surcharge - freight and handling on top of the lines
- Units - how unit ratios convert quantities
What you can do on this page
Every action on this page, step by step. What you see depends on your role, so a control your account is not set up for simply does not appear.
Export the list
- Filter and choose your columns first - the export mirrors exactly what is on screen, not the whole table.
- Click Export All.
- The file downloads as a spreadsheet: one row per record, your visible columns in your order.