Cash Purchase fields explained
A field-by-field guide to every input on a cash purchase form.
Jul 11, 2026
This guide explains every field on a cash purchase form. When creating or editing a cash purchase, refer to this table to understand what each field does.
Header fields (document details)
| Field | Required | Description |
|---|---|---|
| Document Code | Optional | A unique identifier for this cash purchase. Leave blank for auto-numbering, or enter a custom code. Cannot be changed after finalization. |
| Vendor | Required | The supplier you are buying from. Choose an existing vendor contact or create a new one. This field cannot be changed after finalization. |
| Date | Required | The date of the purchase. Use today's date or the date you paid. Important for accounting records and tax compliance. |
| Memo / Notes | Optional | Internal notes about the purchase (e.g., "office supplies for Q3", "spare parts for machine #5"). Not printed on the document. |
| Purchase Order Reference | Optional | If this cash purchase is related to a PO (purchase order), link the PO number here for audit trail. |
| Currency | Auto-filled | The currency of the purchase, based on the vendor's default or your system setting. Affects exchange rates if not your home currency. |
Line item fields (products and services)
Each line represents one item or service being purchased:
| Field | Required | Description |
|---|---|---|
| Product / Service | Required | The item being purchased. Choose from your product catalog or create a new item. The system populates the default cost/price from your catalog. |
| Quantity | Required | How many units are being purchased. Must be a positive number. Decimal quantities are allowed (e.g., 2.5 meters of fabric). |
| Unit | Auto-filled | The unit of measurement (pieces, kilograms, liters, hours, etc.). Inherited from the product. Cannot usually be changed on a line. |
| Unit Cost | Required | The cost you are paying per unit. The system suggests the last-known cost, but you can override it. This affects inventory valuation and expense recognition. |
| Discount | Optional | A discount on this line, as a percentage or fixed amount. Common examples: 5%, $10 off. Applied before taxes. |
| Taxes | Optional | Tax on this line (e.g., VAT, import duty). The system can auto-apply tax templates if configured. |
| Total | Auto-calculated | The line total: (Quantity × Unit Cost) − Discount + Taxes. Read-only. |
Footer fields (totals and payment)
| Field | Required | Description |
|---|---|---|
| Subtotal | Auto-calculated | Sum of all line items before discounts and taxes. Read-only. |
| Document Discount | Optional | A discount on the entire document (e.g., 10% off the whole purchase). Applied after line-item discounts. |
| Total Tax | Auto-calculated | Sum of all taxes on the document. Read-only. |
| Grand Total | Auto-calculated | Final amount due: Subtotal − Discounts + Taxes. Read-only. |
| Payment Method | Optional | How the cash purchase will be paid (cash, check, credit card, bank transfer, etc.). |
| Account | Optional | The bank or cash account from which payment will be deducted. If left blank, the default account is used. |
Status and action fields
| Field | Description |
|---|---|
| Status | Shows the current state: Draft, Finalized, or Paid. Changes as you progress. |
| Save | Saves the cash purchase as a Draft without finalizing. |
| Finalize | Locks the document and applies it to your accounts. You can no longer edit most fields. |
| Delete | Removes the cash purchase if it is still a Draft. Cannot delete finalized or paid purchases. |
| Generates a printable version of the cash purchase. Available after finalization. |
Tips for filling out a cash purchase
- Finalize before paying. Once you finalize, all details are locked. Make sure everything is correct before finalizing.
- Currency matters. If you purchase in a foreign currency, make sure the Currency field is correct. The system will apply the current exchange rate.
- Discounts reduce the taxable amount. If you apply a line discount, taxes are recalculated on the discounted price.
- Check the unit cost. The system suggests a cost based on history, but verify it matches what you are actually paying.
- Payment is automatic. In most cases, finalizing a cash purchase also records the payment. The vendor balance stays at zero.
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