Purchase

Set Purchase Bill Date and Expected Delivery Date

Bill date identifies the supplier transaction date and is required on direct receiving. Expected on is optional delivery-planning data shown for Ordered purchases; Created records when Posnic wrote the document and should not be confused with either.

Menu path
Purchase -> Purchases -> New Purchase -> Bill date / Expected on
Verified from
Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence

frontend/modules/receivings_write.html Expected on visibility and required Bill date, frontend/static/script/js/modules/js/receiving_add.js create edit payload date validation status visibility and list columns, api/src/models/receiving.model.js receivingDate created_date date expected_date and updated_date, frontend/modules/purchaseOrders.html po_expected_date, api/src/repositories/purchase-order.repository.js order_date expected_date created_date updated_date

Set transaction and planning datesBill date belongs to the supplier transaction; Expected on is for an Ordered delivery.
Plan a supplier deliveryPurchase orders store an optional expected delivery date while Posnic records order and creation time separately.
Read dates in the purchase listDate, Created and Expected answer different questions and should be checked together during follow-up.

Understand the Four Dates

DateMeaningWho controls it
Bill date / DateDate of the supplier bill or purchase transaction.Operator enters it; required for a direct purchase.
Expected onDate the supplier is expected to deliver an Ordered purchase.Operator enters it when known; optional.
CreatedTimestamp when Posnic created the receiving or purchase-order record.Server/application at first save.
UpdatedTimestamp of the latest saved change.Server/application on update.
Order dateTimestamp when a purchase-order record is created or placed.Server/application; placing a draft refreshes order date.

Set Dates for Direct Receiving

  1. Open New Purchase and select the supplier.
  2. Set Status to Received only when goods are physically present, or Ordered when they are still due.
  3. Enter Bill date from the supplier invoice or approved receiving evidence.
  4. When status is Ordered, enter Expected on from the supplier's confirmed delivery promise when available.
  5. Add and verify purchase lines, payment, tax and invoice evidence.
  6. Save, reopen the purchase and compare Date, Created, Expected and status.

Set Expected Date on a Purchase Order

  1. Open Purchase -> Purchases -> New Purchase -> Purchase Order.
  2. Select the supplier and enter Expected on when a delivery commitment exists.
  3. Add item quantities and costs.
  4. Save as Draft when timing is provisional, or Create when the order is placed.
  5. Use the Purchases list Expected filter or Expected soonest sort for follow-up.
  6. Edit the same draft/ordered document when the supplier changes the promise; do not create a duplicate order merely to change the date.

How Status Controls Expected on

StatusExpected on behaviorOperator action
OrderedExpected field is shown because delivery remains outstanding.Enter or update the supplier promise and follow it from the list.
ReceivedExpected planning is no longer the main operational field.Use Bill date and receiving evidence to document the completed purchase.
PartialExpected status is controlled by the receive workflow and edit can lock status.Receive or close remaining quantities from the purchase document.
Draft purchase orderExpected date can be stored while the order is still being prepared.Confirm it before placing the order.
Cancelled/closed shortExpected delivery no longer drives open work.Retain the historical date as context; record cancellation evidence.

Backdating and Audit Meaning

  • Entering an earlier Bill date is appropriate only when it matches real supplier evidence.
  • On a newly created receiving, the model uses the supplied Bill date for both transaction `date` and initial `created_date`.
  • Current `updated_date` still records when the save or later edit occurred.
  • Do not use Bill date to imitate an Expected delivery date.
  • Do not change dates merely to move a purchase into a preferred report period.
  • Keep the invoice attachment and purchase number available for any backdated entry review.

Editing Existing Dates

ChangeWhat changesWhat remains
Edit Bill dateTransaction date used on the purchase is updated.Purchase number and original identity remain.
Edit Expected onStored expected date changes; blank clears it when the receiving edit sends the field.Received quantities and purchase identity remain.
Edit purchase orderExpected date and order details update while Draft/Ordered editing is allowed.Original created timestamp and PO number remain.
Place draft orderStatus becomes Ordered and server order date is refreshed.The same purchase-order record is retained.
Receive goodsReceiving evidence and quantities are added through the Receive workflow.Expected date remains planning/history context rather than proof of arrival.

Use Dates in Review and Reports

  • Use Bill date filters for supplier invoice chronology and purchase reporting.
  • Use Created to distinguish records entered at different times with the same Bill date.
  • Use Expected for late-delivery follow-up, not tax-period proof.
  • Sort Expected soonest only after checking records with blank expected dates.
  • Reconcile report periods with the accountant's approved basis and the supplier invoice.

Troubleshooting

ProblemLikely reasonControlled response
Bill date is rejectedField is blank, invalid or not accepted by the configured date parser.Choose a valid date through the date control and retry.
Expected on disappearedStatus changed from Ordered or the workflow hides planning fields.Confirm status; use purchase-order/ordered workflow for pending delivery.
Expected filter misses a purchaseDate is blank, differs from the assumed date, or record is outside the loaded scope.Open the document and verify the stored date and status.
Created date matches an old invoice dateNew receiving creation uses the supplied Bill date as initial created_date.Use updated/audit context and retained invoice evidence when reviewing entry timing.
Order date changedA draft was placed or order state was updated.Check status history and the same PO identity before assuming duplication.
Report month looks wrongBill date, Created date and report date basis were confused.Confirm which field the report filters and reconcile with accounting policy.
Expected date is past but status is still OrderedDelivery is late or staff have not received/closed the order.Contact supplier, then receive, revise expectation or close short with approval.

Date Control Checklist

  • Bill date matches supplier evidence.
  • Status matches whether goods are physically present.
  • Expected on reflects a real delivery promise or remains blank.
  • Created and Updated are not mistaken for supplier dates.
  • Backdated entries retain invoice evidence and manager approval.
  • Late Ordered and Partial purchases are followed up.
  • Date-based reports use the intended period and field.

Related Manual Pages

Purchase Create Purchase Order A purchase order records what the shop asked the supplier to send. It should be reviewed before stock arrives and received only when the physical goods are checked. Purchase Manage Draft Purchase Order A draft is an editable purchasing plan. Placing it marks the plan Ordered and starts incoming-stock visibility, but neither action receives stock into inventory. Purchase Ordered vs Received Ordered records the supplier commitment without adding stock. Received counts each inventory-tracked line into available quantity. Editing between these statuses creates compensating stock movements, so operators must verify the physical delivery before saving. Purchase Purchase List The purchase list is the control desk for incoming stock. Status, expected date, supplier and row preview tell staff what still needs receiving or review. Purchase Search and Filter Purchases The expanded Filter strip narrows received-purchase records by identity and bill date. Its scope is different from the Status and Expected quick filters and from purchase orders. Purchase Sort Purchases Sort changes the order of the merged purchase working list. Choose the question first, apply one sort, and verify the first rows before acting or exporting. Purchase Edit a Purchase Editing changes the original purchase. On received documents, tracked stock moves only by the difference between the old and new lines; partial receipts preserve quantities already accepted and must still be completed through Receive. Purchase Receive Stock Receiving is the point where purchased goods become trusted stock. The operator must match supplier, quantity, cost, invoice total, tax and proof before saving. Reports Purchase Register The Purchase report is the operational goods-in register. It answers which completed purchases entered a branch, which supplier supplied them, which item quantities were retained and what those lines cost.