Keep purchasing, supplier costs and returns under control.
Plan stock purchases, receive orders, record supplier expenses, process returns and keep supplier balances and documents in one purchasing workflow.
5 connected areas, together on one page.
Jump to a section or scroll through the complete workflow. Each section uses a current privacy-safe desktop view from Accounting Pilot.
Purchase Stock
Capture supplier documents, products, quantities, costs, VAT, payment detail and destination locations, then review, print or edit the saved purchase.
Purchasing tied to the stock it creates
Received quantities and supplier balances stay connected to the purchase record and its audit history.
What your team can do
- Filter purchases by supplier, status and period.
- Create products or suppliers while capturing a purchase.
- View, print and edit saved purchases with VAT and payment detail.
Accurate receipt
Receive products into the correct enabled location with measured quantities.
Supplier balance
Record paid, part-paid or unpaid purchases with detailed payment history.
Editable audit record
Open, print and edit saved supplier purchases while retaining their context.
Choose the supplier
Capture the supplier document, purchase date and payment position.
Receive the lines
Add products, costs, quantities and stock destinations.
Review the purchase
Open, print or correct the saved transaction and resulting balances.
Purchase Orders
Create, issue and track purchase orders with saved suppliers and products, then receive the resulting stock without losing the original order context.
A clearer path from requirement to receipt
Open order value, supplier commitments and receipt status remain visible before the purchase is completed.
What your team can do
- Create supplier purchase orders from saved products.
- Track draft, issued, part-received and received status.
- Carry ordered detail into stock receipt and supplier history.
Planned buying
Prepare supplier orders from current product and stock requirements.
Clear status
Track draft, issued, part-received and received orders.
Receipt connection
Use the order detail when receiving stock and updating supplier balances.
Prepare the order
Select the supplier, products, quantities and agreed costs.
Issue and follow
Deliver the order and monitor what is still outstanding.
Receive the stock
Convert supplied lines into a controlled stock purchase.
Supplier Returns
Record the products returned, reduce the correct stock quantities and track whether the supplier refund or credit has been settled.
Returns with stock and refund control
The return record keeps quantities, supplier, reason, settlement and audit activity together.
What your team can do
- Reverse returned product quantities from stock.
- Track supplier refund and credit settlement.
- Review return values, reasons and audit history.
Safe stock reversal
Remove returned quantities from the correct product and location.
Refund settlement
Track awaiting, credited and refunded return values.
Audit history
Keep the supplier return, reason and settlement actions traceable.
Select the purchase
Start from the supplier and products being returned.
Record the return
Confirm quantities, locations, reason and expected value.
Settle and review
Record the refund or credit and retain the complete audit trail.
Expenses
Record operating expenses outside stock purchases, use smart receipt capture, manage categories and retain payment, VAT and receipt detail.
A clearer view of everyday business costs
Paid, unpaid and voided expenses remain visible with the documents and reporting context behind them.
What your team can do
- Capture expenses manually or from receipt detail.
- Manage categories and separate paid, unpaid and voided records.
- Filter by period, export CSV, print and review input VAT.
Smart receipt capture
Use the expense receipt to reduce manual capture and keep source evidence attached.
Payment control
Separate paid and unpaid expenses while retaining voided records for audit.
VAT context
Keep input VAT and managed categories ready for bookkeeping and reports.
Capture the cost
Add the supplier, category, amount, VAT and payment detail.
Attach the receipt
Use smart capture or upload the source document for review.
Report the movement
Filter, export and analyse the operating cost in context.
Suppliers
Organise supplier contacts, balances, payments, purchase orders, purchases, returns and stock movement in one supply-side account.
One supplier, one purchasing history
Open supplier activity, stock analysis and movement reporting from the same connected business records.
What your team can do
- Search suppliers and import contacts from CSV.
- Review balances, detailed payments, purchases and returns.
- Open supplier stock analysis and stock-movement reports.
Central supplier detail
Maintain company and purchasing contacts once for reuse.
Balance and payments
Review amount owing and save supplier payment dates, methods and references.
Supply analysis
Connect purchases, returns and stock movement to the supplier behind them.
Create or import
Add suppliers individually or import a prepared CSV file.
Use the account
Create orders, receive stock, process returns and record payments.
Review the position
Open purchase history, balance and supplier stock analysis.
Explore purchases with your own business records.
Invite one teammate and try the connected workflow with no payment card required.