Purchases & Suppliers

Recording Purchases

The Purchases module tracks company expenses - everything from software subscriptions and office supplies to contractor fees and equipment. Each purchase record captures the essential details you need for expense tracking and reporting.

Creating a new purchase

To record a purchase, navigate to the Purchases page and click the Add button. The single-step form ("Purchase Details") keeps things simple - enter the key information and save:

1. Select a supplier - Choose an existing supplier from the dropdown. If the vendor is not yet in your system, add them in the Suppliers module first.
2. Set the purchase date - Record when the expense occurred. This is used for sorting, filtering, and expense reporting.
3. Enter the price and currency - Specify the amount and the currency for this purchase. Each purchase stores its own currency code, so you can track expenses in multiple currencies.
4. Add a description - Describe what was purchased. Detailed descriptions make it easier to search and categorize expenses later.

Purchase fields

• Supplier Name - The vendor or service provider. Linked to a record in the Suppliers module, giving you a direct connection between expenses and vendors.
• Purchase Date - When the expense was incurred. Used for chronological sorting and date-range filtering.
• Price - The total amount of the purchase. Displayed with proper currency formatting in tables and drawers.
• Currency - The currency for this purchase. Defaults to your system default currency but can be changed per record.
• Description - A free-text field for details about the purchase. Use this to note what was bought, the purpose, or any relevant context.

Viewing purchase details

Click any purchase row to open the entity drawer. The drawer displays the full purchase record in a structured layout - the supplier name, date, amount, currency, and description are all visible at a glance. From the drawer, you can edit or delete the purchase using the action buttons.

Editing and deleting purchases

To update a purchase, open the record and click the edit action. The same form you used to create the purchase opens with the current values pre-filled. To delete a purchase, use the delete action from the drawer or the row actions menu. Deleted purchases are permanently removed.

Multi-currency support

Each purchase stores its own currency code, so you can track expenses in USD, EUR, GBP, or any other currency your organization uses. Currency formatting in the table and drawer adapts automatically based on the stored currency. Configure your available currencies in Settings to control which options appear in the currency dropdown.

Managing Suppliers

The Suppliers module is your vendor directory. It stores contact and reference information for every company or individual you purchase from, creating a centralized record of your vendor relationships.

Creating a supplier

To add a new supplier, navigate to the Suppliers page and click the Add button. The single-step form ("Supplier Details") captures the core vendor information:

• Name - The supplier's company or individual name. This is the label that appears in purchase dropdowns and throughout the system.
• Email - The supplier's contact email address. Useful for quick reference when you need to reach out about an order or invoice.
• Website - The supplier's website URL. Handy for reordering, checking product catalogs, or verifying vendor information.

Viewing supplier details

Click any supplier row to open the entity drawer. The drawer shows the supplier's name, email, and website in a clean layout. This gives you quick access to vendor contact information without leaving the current page.

Editing and deleting suppliers

Supplier records can be edited at any time - update contact details as they change to keep your vendor directory current. When deleting a supplier, be aware that any purchases linked to that supplier will lose their supplier reference. It is generally better to keep supplier records even for vendors you no longer use, as they provide context for historical purchases.

The supplier table

The Suppliers table supports column visibility toggling, so you can customize which columns are displayed. Use the column toggle to show or hide fields based on what information is most relevant to your workflow. Sorting and filtering help you find specific vendors quickly as your supplier list grows.

Linking suppliers to other modules

Suppliers are referenced across the platform. When you create a purchase, you select a supplier from the dropdown - this links the expense to the vendor. Maintenance contracts can also be associated with suppliers for vendor-provided services. These links give you a complete view of your relationship with each vendor: how much you have spent, on what, and when.

Expense Tracking

The Purchases table is your primary tool for monitoring and analyzing company spending. With sorting, filtering, and column customization, you can turn your raw purchase data into actionable expense insights.

Viewing all purchases

The Purchases page displays all recorded expenses in a table view. Each row shows the supplier, date, price, currency, and description. The table supports pagination, so large expense lists remain fast and navigable. Pagination is auto-calculated based on your viewport size.

Sorting purchases

Click any column header to sort the table. Common sorting approaches include:

• By date - See your most recent or oldest expenses first. Useful for reviewing recent spending or auditing historical records.
• By price - Identify your largest or smallest expenses. Helpful for spotting high-value purchases that may need review.
• By supplier - Group expenses by vendor to see how much you are spending with each supplier.

Filtering purchases

Use the table filters to narrow down the purchase list. Filters let you focus on specific suppliers, date ranges, or price thresholds. Combining multiple filters helps you answer specific questions - for example, "How much did we spend with Vendor X in Q4?" or "What purchases exceeded $1,000 this month?"

Column visibility toggle

The Purchases table supports column toggling, allowing you to show or hide columns based on your needs. If you rarely use a particular field, hide it to reduce visual clutter. When you need that information, toggle it back on. Your column preferences help you focus on the data that matters most for your current task.

Using purchases for expense reporting

While Belvak does not generate formal expense reports, the Purchases table serves as your expense ledger. By sorting and filtering the data, you can quickly compile the information needed for internal reviews, budget planning, or tax preparation. The combination of supplier links, dates, amounts, and descriptions gives you a complete audit trail for every expense.

Best practices for expense management

• Record purchases promptly - the longer you wait, the more likely details are forgotten or receipts are lost.
• Use consistent, descriptive names when creating suppliers so your team can easily find and select the right vendor.
• Write descriptions that include both what was purchased and why. Future you will thank present you.
• Review the Purchases table periodically to identify spending patterns, recurring costs, and opportunities to consolidate vendors.
• Take advantage of multi-currency support - record each purchase in the currency it was actually billed in for accurate tracking.