Creating a cash purchase

A cash purchase is a record of goods or services you buy and pay for immediately, in cash, at the time of delivery. Unlike a purchase order (which reserves items) or a bill (which you pay later), a cash purchase combines the order, receipt, and payment in one action.

Before you start

• You need a vendor (the supplier) already set up in your Contacts.
• You need products or services set up in your Products or Services lists.
• You need permission to create purchases. If you see a lock icon or "Access Denied" message, ask your administrator.

Steps

1. In the sidebar, go to Purchases → Cash Purchases and click New Cash Purchase. Open in Usystems

2. Select the Vendor (supplier) from the dropdown. The vendor's default currency and account will be pre-filled.

3. Set the Date (when the purchase happened) and Memo (optional notes, e.g., "Office supplies for July").

4. In the Lines section, click Add a line to add each product or service:

   • Product/Service name
   • Quantity (how many units)
   • Unit price
   • The Total will calculate automatically.

5. If the vendor gave you a reference number, enter it in the Vendor Reference field at the top.

6. Review the Total Due amount.

7. Click Save & Confirm to record the purchase.

Accounting impact

When you save a cash purchase, Usystems immediately:

• Debits the inventory account (if it is a product) or expense account (if it is a service).
• Credits the cash account you selected on the vendor.

No other payments are needed; the transaction is complete.

Tips & common mistakes

• Already paid? When you save a cash purchase, it is marked as fully paid. If you need to record a purchase you have not paid yet, create a Bill instead.
• Wrong currency? If you are buying in a foreign currency (e.g., USD), select the currency when you choose the vendor, or create a new vendor record with that currency. See "Creating a cash purchase in a foreign currency" for details.
• Multiple shipments? If the vendor delivers items over several days, create one cash purchase per delivery, or record a single bill and pay it in instalments.

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