purchaseorder

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purchaseorder [2026/09/30 03:47] – chillhubadminpurchaseorder [2026/10/01 06:31] (current) – chillhubadmin
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     * **Remark**: Any additional notes or remarks related to the purchase order.     * **Remark**: Any additional notes or remarks related to the purchase order.
     * **Employee**: The name of the employee (e.g. salespersons) responsible for the purchase order.     * **Employee**: The name of the employee (e.g. salespersons) responsible for the purchase order.
-    * **Total**: The total amount of the purchase order. +    * **Total Incl. Tax**: The total amount of the purchase order, including applicable taxes. 
-    * **Currency**: The currency code used for this document (e.g., MYR, USD). +    * **Total Tax Amount**: The total amount of SST tax applied to the purchase order. 
 +    * **Total Excl. Tax**: The total amount of the purchase order, excluding taxes.
     * **Invoiced**: The total amount billed through purchase invoices for the purchase order.     * **Invoiced**: The total amount billed through purchase invoices for the purchase order.
 +    * **Paid**: The total amount paid through purchase invoices for the purchase order.
 +    * **Currency**: The currency code used for this document (e.g., MYR, USD). 
     * **Delivery Status**: Displays the current delivery status (e.g., None, Partial, Shipped) of the purchase order.     * **Delivery Status**: Displays the current delivery status (e.g., None, Partial, Shipped) of the purchase order.
       * **None**: No delivery has been initiated or scheduled.       * **None**: No delivery has been initiated or scheduled.
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     * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).     * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).
     * {{mdi>plus}} **New**: Add a new item.     * {{mdi>plus}} **New**: Add a new item.
 +    * {{mdi>dots-horizontal}} **Add More**: 
 +      * **New Section**: Create a new section within the purchase order. Subtotals will be calculated for each section individually.
 +      * **New Discount**: Add a discount to the purchase order.
   * **Data Table**: (Note that some of these columns may be hidden in the row details)   * **Data Table**: (Note that some of these columns may be hidden in the row details)
     * {{mdi>chevron-up}}: Expand row to view more details. (available only in Mobile View)      * {{mdi>chevron-up}}: Expand row to view more details. (available only in Mobile View) 
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     * {{mdi>delete}}: Delete item (Mobile View: expand row to access)     * {{mdi>delete}}: Delete item (Mobile View: expand row to access)
     * {{mdi>dots-horizontal}}: More options     * {{mdi>dots-horizontal}}: More options
 +      * {{mdi>format-indent-increase}} **Add Indent**: Indent the selected item
 +      * {{mdi>format-indent-decrease}} **Remove Indent**: Outdent the selected item
       * {{mdi>arrow-up}} **Move Up**: Shift the selected item upward in the list       * {{mdi>arrow-up}} **Move Up**: Shift the selected item upward in the list
       * {{mdi>arrow-down}} **Move Down**: Shift the selected item downward in the list.       * {{mdi>arrow-down}} **Move Down**: Shift the selected item downward in the list.
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     * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**.     * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**.
     * **Footer**:     * **Footer**:
-      * **Total**: The total amount of the order.+      * **Total Excl. Tax**: The total amount of the purchase order, excluding tax. 
 +      * **Total Incl. Tax**: The total amount of the purchase order, including tax. 
 +      * **Total SST**: The Sales and Services Tax (SST) amount applied to the purchase order.
   * **Item Form** \\ {{gallery>:purchase:purchase_7.jpg?500x0&crop=off&0}}   * **Item Form** \\ {{gallery>:purchase:purchase_7.jpg?500x0&crop=off&0}}
-    * **Industry**: Select the relevant industry to populate the options for Product dropdowns +    * **Industry**: Select the relevant industry to populate the options for Product, Product Type, and Service dropdowns 
-    * **Product**: Select the specific item to be ordered+ * **Type**: Choose the type of item being invoiced:  **Product**, **Product Type**, **Service**, or **Custom** 
 +    * **Product / Service / Product Type / Custom**: Select the specific item based on the chosen type. 
 +      * **Product**: Represents specific goods, items and parts offered by the organization  
 +        * {{mdi>warehouse}}: Click to view the current inventory level for this product. 
 +      * **Product Type**: Used when specific products are unknown or not tracked in the system. 
 +      * **Service**: Additional charges or non-physical offerings. 
 +      * **Custom**: Enter free text to define an item not covered by the predefined master data.
     * **Qty**: The quantity of the item.     * **Qty**: The quantity of the item.
     * **UOM**: The unit of measurement for the item (e.g., pcs, kg, liters)     * **UOM**: The unit of measurement for the item (e.g., pcs, kg, liters)
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     * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**.     * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**.
       * When a foreign currency is selected, Subtotal is shown in both local and foreign currencies.       * When a foreign currency is selected, Subtotal is shown in both local and foreign currencies.
 +    * **SST Taxable**: Indicates whether the item is subject to Sales and Services Tax (SST).
 +    * **Tax Amount**: The SST amount applied to the item.
 +      * When a foreign currency is selected, Tax Amount is shown in both local and foreign currencies.
 +    * **Total Incl. Tax**: The total price for the item, including SST, calculated as **Subtotal + Tax Amount**.
 +      * When a foreign currency is selected, Total Incl. Tax is shown in both local and foreign currencies.
 +    * **Absorb to Product Cost**: Indicates whether this item's amount is absorbed proportionally into the cost of the other product items on the same document when converting to a purchase invoice, instead of being posted to its own expense account.
 +      * Only applicable when Type is **Product Type**, **Service**, or **Custom**.
 +      * Use this for costs that form part of a **product's landing cost** (e.g. delivery fees).
 +      * When checked, the amount is added to the Inventory or Purchase account upon invoiced, split across the other product line items.
 +      * Defaults to the setting configured on the item's master data (Product Type, Service).
 +    * **Expense Account**: The expense account to be posted for this item when converting to a purchase invoice (e.g. Repair, Maintenance, or Outsourced Labor). 
 +      * Only applicable when Absorb to Product Cost is unchecked.
 +      * Defaults to the setting configured on the item's master data (Product Type, Service).
 +  * **Section Form** \\ {{gallery>:purchase:purchase_17.jpg?400x0&crop=off&0}}
 +    * **Section**: The name or description of the section. (Subtotals will be calculated for each section)
 +  * **Discount Form** \\ {{gallery>:purchase:purchase_18.jpg?400x0&crop=off&0}}
 +    * **Discount Description**: A brief description of the discount being applied.
 +    * **Discount Amount**: The monetary value of the discount applied to the item or purchase order.
 +      * When a foreign currency is selected, Discount Amount is shown in both local and foreign currencies.
 +      * Updates to Discount Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
 +    * **SST Taxable**: Indicates whether the discount is subject to Sales and Services Tax (SST).
 +    * **Tax Amount**: The SST amount applied to the discount.
 +      * When a foreign currency is selected, Tax Amount is shown in both local and foreign currencies.
 +    * **Total Incl. Tax**: The total discount for the item, including SST, calculated as **Discount Amount + Tax Amount**. 
 +      * When a foreign currency is selected, Total Incl. Tax is shown in both local and foreign currencies.
 +    * **Absorb to Product Cost**: Indicates whether this discount amount is absorbed proportionally into the cost of the other product items on the same document when converting to a purchase invoice, instead of being posted to its own expense account.
 +      * When checked, the discount is deducted from the Inventory or Purchase account upon invoiced, split across the other product line items.
 +    * **Expense Account**: The expense account this discount is posted to when converting to a purchase invoice. 
 +      * Only applicable when Absorb to Product Cost is unchecked.
 ++++ ++++
 ++++ Delivery: Specify delivery details and the warehouse for stock replenishment. | ++++ Delivery: Specify delivery details and the warehouse for stock replenishment. |
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 == Invoices Form == == Invoices Form ==
 ++++ General: Key details such as invoice number, date, accounting information. | \\ {{gallery>:purchase:purchase_9.jpg?500x0&crop=off&0}} ++++ General: Key details such as invoice number, date, accounting information. | \\ {{gallery>:purchase:purchase_9.jpg?500x0&crop=off&0}}
 +  * **Status**: Current status of the purchase invoice — **Issued** or **Cancelled**.
   * **Invoice No.**: The unique identifier for the purchase invoice.   * **Invoice No.**: The unique identifier for the purchase invoice.
   * **Date**: The date the purchase invoice was issued by the supplier.   * **Date**: The date the purchase invoice was issued by the supplier.
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     * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected).     * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected).
       * {{mdi>currency-usd}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available.       * {{mdi>currency-usd}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available.
-    * **Term**: The payment term agreed with the supplier +    * **Term**: The payment term agreed with the supplier 
 +    * **SST Tax Rate**: The applicable Sales and Services Tax (SST) rate for the purchase invoice. 
 +    * **SST Tax Type**: The applicable Sales and Services Tax (SST) type for the purchase invoice.
   * **Accounting**: Assign accounts for the purchase invoice. By default, accounts are determined based on Account Charts > Account Rules   * **Accounting**: Assign accounts for the purchase invoice. By default, accounts are determined based on Account Charts > Account Rules
     * **Accounts Payable Account**: The account used to track amounts owed to suppliers.     * **Accounts Payable Account**: The account used to track amounts owed to suppliers.
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 ++++ ++++
 ++++ Items: Specify invoiced quantities and price for each item | \\ {{gallery>:purchase:purchase_10.jpg?500x0&crop=off&0}} ++++ Items: Specify invoiced quantities and price for each item | \\ {{gallery>:purchase:purchase_10.jpg?500x0&crop=off&0}}
 +{{gallery>:purchase:purchase_19.jpg?500x0&crop=off&0}}
   * The following options are located on the toolbar   * The following options are located on the toolbar
 +    * {{mdi>calculator?24}} **Recalculate Cost**: Distributes the amount of items with **Absorb to Product Cost** enabled across the product items, proportional to each product item's value. Per-unit tax is absorbed into the resulting **Unit Cost** as well. 
 +    * **Raw Price / Allocated Cost** toggle: Switch between viewing the items as originally entered, or as their allocated cost after absorption.
 +      * **Raw Price**: Shows all items exactly as entered on the purchase order, including **Qty**, **Unit Price (Net)**, and **Per Unit Tax**.
 +      * **Allocated Cost**: Items with **Absorb to Product Cost** enabled are hidden here, since their value has been distributed into the **Unit Cost** of the product items instead. Displays **Qty** and **Unit Cost**.
     * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).     * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).
   * **Data Table** (Note that some of these columns may be hidden in the row details)   * **Data Table** (Note that some of these columns may be hidden in the row details)
     * {{mdi>call-split}} Split an item row into two, allowing different prices to be specified. Useful when the total amount cannot be evenly divided by the item quantity.     * {{mdi>call-split}} Split an item row into two, allowing different prices to be specified. Useful when the total amount cannot be evenly divided by the item quantity.
-    * **Item**: The specific product to be invoiced.+    * **Item**: The specific item to be invoiced.
     * **Balance**: The remaining quantity of the product yet to be invoiced.     * **Balance**: The remaining quantity of the product yet to be invoiced.
     * **Qty**: Quantity of the product to be invoiced.     * **Qty**: Quantity of the product to be invoiced.
-    * **Unit Price**: The invoiced price per unit of the product, which will be used as the **cost price**. +    * **Unit Price (Net)** //(Raw Price view)//: The invoiced net price per unit, before tax. 
-      * Updates to Unit Price in either currency will automatically recalculate the corresponding value using the exchange rate.+    * **Per Unit Tax** //(Raw Price view)//: The SST amount per unit for this item. 
 +    * **Unit Cost** //(Allocated Cost view)//: The invoiced price per unit of the product, including any absorbed cost and tax, which will be used as the **cost price**. 
 +      * For **Products**, Unit Cost becomes the item's inventory cost;  
 +      * For **Services**, **Product Types**, or **Custom Items** with Absorb to Product Cost unchecked, Unit Cost is posted directly to their configured **Expense Account** instead. 
 +      * Updates to Unit Price (Net), Per Unit Tax, Unit Cost in either currency will automatically recalculate the corresponding value using the exchange rate. 
 +    * **Footer**: 
 +      * **Raw Price view**: Shows **Total Excl. Tax**, **Total Tax**, and **Total Incl. Tax** across all items. 
 +      * **Allocated Cost view**: Shows **Total Invoice Amount** across the visible (product) items.
 ++++ ++++
 ++++ Adjustments: Manage credit and debit notes for the invoice modifications. | \\ {{gallery>:purchase:purchase_11.jpg?500x0&crop=off&0}} ++++ Adjustments: Manage credit and debit notes for the invoice modifications. | \\ {{gallery>:purchase:purchase_11.jpg?500x0&crop=off&0}}
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     * **Amount**: The total value of the credit or debit note.     * **Amount**: The total value of the credit or debit note.
     * **Description**: A brief description or reason for the credit or debit note.     * **Description**: A brief description or reason for the credit or debit note.
-  * **Adjustment Form**: \\ {{gallery>:purchase:purchase_12.jpg?500x0&crop=off&0}}+  * **Adjustment Form**: \\ {{gallery>:purchase:purchase_12.jpg?400x0&crop=off&0}} 
 +    * **Status**: Current status of the adjustment — **Issued** or **Cancelled**.
     * **Credit/Debit Toggle**: Allows switching between a credit note and a debit note based on the adjustment type.     * **Credit/Debit Toggle**: Allows switching between a credit note and a debit note based on the adjustment type.
 +    * **Credit/Debit Note No.**: The unique identifier for the credit or debit note.
     * **Date**: The date when the credit or debit note was issued.     * **Date**: The date when the credit or debit note was issued.
 +    * **Third-party Charges**: Flag to indicate the charges are from a third party (e.g. customs, a delivery company) rather than the supplier itself. Excluded from Creditor statements. Useful for including external charges (e.g. customs duty, local freight) as part of the product's landing cost.
 +    * **Currency**: Choose the currency this adjustment is recorded in — either the invoice's currency (foreign) or your local currency. //Only available when the purchase invoice is in a foreign currency (e.g. a supplier's export invoice paired with a local customs duty charge)//.
     * **Description**: A brief explanation or reason for issuing the credit or debit note.     * **Description**: A brief explanation or reason for issuing the credit or debit note.
-    * **Product Adjustment**: Modify the invoiced quantity of a product to ensure **accurate cost calculation**.+    * **Qty Adjustment**: Modify the invoiced quantity or price of items to ensure accurate cost calculation. //Only items with Absorb to Product Cost unchecked are listed here — items already absorbed into another product's cost don't carry their own price to adjust.//
       * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).       * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).
-      * **Product**: The specific item or product being adjusted.+      * **Item**: The specific item being adjusted.
       * **Original Qty**: Original invoiced quantity       * **Original Qty**: Original invoiced quantity
-      * **Original Price**: Original invoiced price +      * **Original Price**: Original invoiced unit cost 
-      * **New Qty**: The adjusted quantity, updated in cases of returns or quantity changes. **Amount** will be recalculated automatically. +      * **New Qty**: The adjusted quantity, updated in cases of returns or quantity changes.  
-      * **New Price**: The adjusted unit price, updated in cases of discounts or price changes. **Amount** will be recalculated automatically. +        * Updates to **Product** items automatically recalculate **Product Cost Adjustment**. 
 +        * Updates to **Non-Product** items automatically recalculate **Direct Expense Adjustment**. 
 +      * **New Price**: The adjusted unit cost, updated in cases of discounts or price changes. Amount will be recalculated automatically. 
 +        * Updates to **Product** items automatically recalculate **Product Cost Adjustment**. 
 +        * Updates to **Non-Product** items automatically recalculate **Direct Expense Adjustment**.
         * Updates to New Price in either currency will automatically recalculate the corresponding value using the exchange rate.         * Updates to New Price in either currency will automatically recalculate the corresponding value using the exchange rate.
-    * **Amount**: The total value of the credit or debit note. Updating this will automatically distribute the adjustment across the **New Price** for each item. +    * **Product Cost Adjustment**: The total inventory/COGS-related adjustment (incl. tax) of the credit or debit note. 
-      * If the adjustment cannot be evenly distributed across all items, **split** the invoice item first.+      * Updating this field directly will automatically distribute the adjustment proportionally across the **New Price** of each **Product** item. 
 +      * When a foreign currency is selected, Amount is shown in both local and foreign currencies. 
 +      * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate. 
 +    * **Direct Expense Adjustment**: The total non-product related (expense) adjustment (incl. tax) of the credit or debit note. 
 +      * Updating this field directly will automatically distribute the adjustment proportionally across the **New Price** of each **Non-Product** item.
       * When a foreign currency is selected, Amount is shown in both local and foreign currencies.       * When a foreign currency is selected, Amount is shown in both local and foreign currencies.
       * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate.       * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
     * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected).     * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected).
       * {{mdi>currency-usd}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available.       * {{mdi>currency-usd}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available.
 +    * **SST/Input Tax**: The tax amount included in this adjustment, shown for reference only — it does not post to a separate tax account.
 +      * When a foreign currency is selected, Amount is shown in both local and foreign currencies.
 +      * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
     * **Accounting**: Assign accounts for the purchase credit/debit notes. By default, accounts are determined based on Account Charts > Account Rules     * **Accounting**: Assign accounts for the purchase credit/debit notes. By default, accounts are determined based on Account Charts > Account Rules
       * **Purchase Account**: Records inventory purchases that are later adjusted into Inventory and COGS at period end. (Disabled when using the Perpetual method)       * **Purchase Account**: Records inventory purchases that are later adjusted into Inventory and COGS at period end. (Disabled when using the Perpetual method)
     * **Original Total**: The total billed amount before the credit or debit note is applied.     * **Original Total**: The total billed amount before the credit or debit note is applied.
-      * When a foreign currency is selected, Original Total is shown in both local and foreign currencies. +    * **Total Adjustment**: The combined effect of the Product Cost Adjustment and Direct Expense Adjustment (incl. SST/Input Tax) on the billed amount. 
-    * **New Total**: The total billed amount after the credit or debit note is applied +    * **New Total**: The total billed amount after the credit or debit note is applied (Original Total adjusted by Total Adjustment). 
-      * When a foreign currency is selected, New Total is shown in both local and foreign currencies. +    * **Original Product Cost**: The total inventory/COGS-related cost across all Product items before this adjustment. 
-  * //When a purchase credit note or debit note is created, both **Cost of Goods Sold (COGS)** and **inventory values** may be affected, depending on whether the purchased goods have already been sold to customers.//+    * **Product Cost Adjustment**: The change in Product cost resulting from this adjustment. 
 +    * **New Product Cost**: The total Product cost after this adjustment is applied (Original Product Cost adjusted by Product Cost Adjustment). 
 +    * **Original Direct Expenses**: The total expense-related cost across all Non-Product items before this adjustment. 
 +    * **Direct Expenses Adjustment**: The change in Non-Product expenses resulting from this adjustment. 
 +    * **New Direct Expenses**: The total Non-Product expenses after this adjustment is applied. 
 +    * Attachment: Attach document as images or PDF files. 
 +      * **Upload File**: Click Upload File and select an image/pdf file. 
 +      * Alternatively, simply drag your file from your computer and drop it into the designated upload area 
 +      * Attachment Options: 
 +        * {{mdi>eye}}: Open and preview the image or PDF. 
 +        * {{mdi>delete}}: Remove the attachment. 
 +  * //When a purchase credit note or debit note with product cost adjustment is created, both **Cost of Goods Sold (COGS)** and **inventory values** may be affected, depending on whether the purchased goods have already been sold to customers.//
     * A business purchases **10 units** of items at **RM50 per unit** from a supplier.     * A business purchases **10 units** of items at **RM50 per unit** from a supplier.
     * The supplier later provides a **RM50 discount**, effectively reducing the cost per unit to **RM45** (RM50 ÷ 10).     * The supplier later provides a **RM50 discount**, effectively reducing the cost per unit to **RM45** (RM50 ÷ 10).
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     * **Method**: Select the payment method used (Cash, Bank Transfer, Credit Card, Debit Card, E-Wallet, Cheque, Others)     * **Method**: Select the payment method used (Cash, Bank Transfer, Credit Card, Debit Card, E-Wallet, Cheque, Others)
     * **Refund**: A checkbox to indicate that the payment is a refund. When selected, the system treats the transaction as a negative payment, deducting the amount from the total paid     * **Refund**: A checkbox to indicate that the payment is a refund. When selected, the system treats the transaction as a negative payment, deducting the amount from the total paid
 +    * **Third-Party Payment**: Flag to indicate the payment was made to a third party rather than the supplier directly. 
 +      * Record a separate payment for amounts going to a different third party.
 +    * **Currency**: Choose the currency this payment is recorded in — either the invoice's currency (foreign) or your local currency (for local credit/debit note)
 +      * Only available when the purchase invoice is in a foreign currency
 +      * Record a separate payment for each currency.
     * **Amount**: The amount paid.     * **Amount**: The amount paid.
       * When a foreign currency is selected, Amount is shown in both local and foreign currencies.       * When a foreign currency is selected, Amount is shown in both local and foreign currencies.
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         * Only available only when a foreign currency is selected.         * Only available only when a foreign currency is selected.
     * **Remark**: Optional field for additional notes or comments related to the payment.     * **Remark**: Optional field for additional notes or comments related to the payment.
 +    * Attachment: Attach transaction receipt as images or PDF files.
 +      * **Upload Receipt**: Click Upload Receipt and select an image/pdf file.
 +      * Alternatively, simply drag your file from your computer and drop it into the designated upload area
 +      * Attachment Options:
 +        * {{mdi>eye}}: Open and preview the image or PDF.
 +        * {{mdi>delete}}: Remove the attachment.
 ++++ ++++
 ++++ Documents: Attach and store scanned copies of the purchase invoices. | \\ {{gallery>:purchase:purchase_15.jpg?500x0&crop=off&0}} ++++ Documents: Attach and store scanned copies of the purchase invoices. | \\ {{gallery>:purchase:purchase_15.jpg?500x0&crop=off&0}}
  • purchaseorder.1790740069.txt.gz
  • Last modified: 2026/09/30 03:47
  • by chillhubadmin