Purchase & Inventory

Purchase and Inventory in GRX cover vendors, expenses, products, services, pricing, and stock levels. When you use products on jobs and work orders, consumption can be tracked so costing and reorder points are clear.

What you can do

• Manage vendors — Add and maintain supplier records (name, contact, payment terms) so purchase orders and expenses are linked to the right vendor.
• Record expenses — Log expenses (e.g. parts purchased, utilities) with date, amount, vendor, and category. Input VAT can be recorded for VAT reports.
• Manage products and services — Define products (parts) and services (labour) with codes, descriptions, prices, and (for products) stock levels and reorder points.
• Track stock — When products are used on jobs or work orders, deduct from stock so inventory stays accurate. View stock levels and low-stock alerts.
• Create purchase orders — Raise purchase orders to vendors and link received items to stock or jobs as per your process.
• Use products and services on jobs and invoices — When adding items to a quotation, job, or work order, select from products and services so pricing and VAT are consistent and (for products) stock is consumed.

Workflow: Add product and use on job

1. Create product — In Products (or Inventory), add a new product. Enter code, name, unit, sale price, and optionally cost. Set initial stock and reorder point if you track inventory. Save.
2. Use on job or work order — When creating or editing a job or work order, add a line item and select this product. Enter quantity. Price and VAT are applied from the product. Save. If stock is tracked, quantity is deducted from inventory.
3. Reorder when low — When stock falls below reorder point, create a purchase order or expense to restock. Update stock when goods are received (via purchase receipt or manual adjustment as configured).

Workflow: Record expense and input VAT

1. Create expense — In Expenses, add a new expense. Select or add vendor, date, amount, and category. If the expense has input VAT, enter the VAT amount or use the configured rate so it appears in VAT reports.
2. Save and reconcile — Save the expense. It will appear in expense reports and in the VAT Purchase Register for the period, supporting your VAT return and audit.

Best practices for UAE workshops

Keep product and service codes and names consistent so reports and searches are reliable. Set reorder points for critical parts to avoid stockouts. Record expenses and input VAT promptly so your VAT reports and P&L are accurate and FTA-ready.