For Partners and Agents
Paying Purchase Orders (payables) and automatic cost from purchase price
Purchase Orders sent to a vendor become payables automatically; record payments in one place, and item cost follows the latest purchase price.
Updated · Procurement
https://satupack.com/en/bantuan/hutang-vendor-modal-otomatis
The Seller Center and the apps are shown in Indonesian. Menu and button names in bold are the exact labels you will see, with the English meaning in brackets where it helps.
Steps
Open Finance > Vendor Payables. Every Purchase Order already sent to the vendor (not a draft or cancelled) is listed as a payable until paid in full. Four cards on top: total payable, due within 7 days, overdue, and the largest vendor.
The due date is filled automatically when the first goods arrive: receiving date plus the term days on the PO (for example "Net 14 days" = 14 days; "Cash" = same day; no number = 30 days). Change it from the three-dot menu > Change due date if the vendor allows other terms.
When you pay the vendor, use the three-dot menu > Record payment: amount (default = remaining), Cash or Bank, date, and a note. The cash-out is recorded in Finance as goods purchase, so the Cash Book, Expense Report, Bank Reconciliation, and Cash Flow follow without double entry.
Partial payments are fine: the status becomes Partially paid until the remainder is 0. If the vendor gives a discount or the PO was closed partially, tick Treat as paid; the remainder is logged on the PO as a discount, not as cash-out.
Recorded wrongly? Void the cash entry in Finance (reason required). The PO balance returns automatically.
The Balance Sheet and Business Summary read vendor payables from here. When the feature first goes live, older POs already sent appear as "Unpaid": mark those already settled via Record payment with Treat as paid or the real amount.
Automatic cost: open Product Prices. When the Automatic cost from purchase price card is on, each Goods Receipt "received in good condition" sets the PO unit price as that item's cost (base price). Selling prices never change by themselves; only the cost used for COGS, gross profit, and inventory value.
Shops that entered costs manually before this feature keep the switch Off so manual costs are not overwritten. Turn it on to let cost follow purchase prices. Every cost change is logged in the Goods Receipt history.
Tips
- Cost is stored on each order line and cashier receipt line at the time of sale, so last month's gross profit does not change when purchase prices rise today.
- Members with View finance, Buy, or View purchase history can see the list; recording payments needs Manage finance (or the owner). Due dates can be changed by Manage finance or Buy.
- Download the payables CSV for your accountant; downloads are logged in the Activity Log.
Common questions
Why is a draft PO not a payable?
A payable only exists after the PO is sent to the vendor (WhatsApp, email, or marked as sent manually). A draft is not yet an obligation.
Can I pay more than the remainder?
No. The amount is capped at the remaining balance so cash-out is never overstated. Record other charges as a separate cash-out in Finance.
Do selling prices change when automatic cost is on?
No. Only the cost (base price) is updated. Selling prices stay until you change them in Product Prices or Products and Stock.
Was this helpful?
Related guides
- Procurement: Purchase Request, Purchase Order, and Goods ReceiptPartner and Agent shops buy from vendors through a proper flow: an approved Purchase Request becomes a Purchase Order, then goods are received and stock goes up.
- Chart of accounts and financial reports (P&L, Cash Flow, Balance Sheet)A one-page Business Summary and three simple financial reports computed automatically from sales, cashier, and cash records; no manual journals required.
- Keuangan: cash in and cash outFollow money in and out, the cash balance, and record manual cash entries with easy-to-read charts.
Still need help?
Our team replies within 1 working day.