> ## Documentation Index
> Fetch the complete documentation index at: https://docs.dishink.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Purchase Management

> Acknowledge supplier invoices from ZRA-registered suppliers to claim input VAT credit.

## What is purchase management?

When a ZRA-registered supplier sells goods to your restaurant, that transaction is recorded in ZRA's Smart Invoice system under your TPIN. ZRA requires you to formally acknowledge these purchases — either approving or rejecting them.

Acknowledging purchases serves two purposes:

1. **Input VAT credit** — When you approve a purchase from a VAT-registered supplier, you can claim back the 16% VAT you paid on those goods, reducing your VAT liability
2. **Audit compliance** — ZRA tracks the flow of goods between registered businesses. Unacknowledged purchases can raise flags during tax audits

<Info>
  Only purchases from ZRA-registered suppliers appear automatically. If your supplier is not on Smart Invoice (e.g. a local market vendor), you enter the purchase manually.
</Info>

## The purchases tab

Go to **ZRA Smart Invoice → Purchases**.

From here you can:

* Sync the latest supplier invoices from ZRA
* Approve purchases you received
* Reject purchases that are incorrect
* Manually enter purchases from non-registered suppliers
* View the full history of all purchases

## Fetching purchases from ZRA

Click **Sync from ZRA** to pull the latest supplier invoices.

DishInk calls ZRA's API using your device credentials and retrieves all purchase invoices issued to your TPIN since the last sync. New purchases appear with **Pending** status.

<Note>
  You need at least one active, initialized ZRA device before you can sync purchases. The device credentials authenticate the request to ZRA.
</Note>

## Approving a purchase

When you receive goods from a ZRA-registered supplier and the invoice is correct:

1. Find the purchase in the list (status: **Pending**)
2. Click the row to expand it
3. Verify the supplier name, invoice number, and total amount
4. Click **Approve**

DishInk sends the approval to ZRA. The purchase status changes to **Approved** and ZRA records your input VAT credit.

<Tip>
  Approve purchases promptly. ZRA may set time limits on how long you have to acknowledge supplier invoices. Check with your accountant for the current rules.
</Tip>

## Rejecting a purchase

If a supplier invoice is incorrect, duplicated, or you did not receive the goods:

1. Find the purchase in the list
2. Click the row to expand it
3. Click **Reject**
4. Enter a reason (required)
5. Confirm

The rejection is sent to ZRA with your reason. The supplier will see that you rejected their invoice and can investigate.

<Warning>
  Only reject a purchase if you genuinely did not receive the goods or the invoice is incorrect. False rejections can create compliance issues with ZRA.
</Warning>

## Manual purchase entry

For suppliers who are **not registered on ZRA Smart Invoice** (e.g. small local vendors, market suppliers), their invoices will never appear automatically. You can record these manually.

Click **Manual** in the top right of the Purchases tab and fill in:

| Field          | What to enter                                      |
| -------------- | -------------------------------------------------- |
| Supplier Name  | The name of the business or person you bought from |
| Invoice Number | The reference number on their invoice              |
| Total Amount   | The full amount you paid including any taxes       |
| VAT Amount     | The tax portion (0 if they did not charge VAT)     |
| Invoice Date   | The date on their invoice                          |

<Note>
  Manual purchases from non-registered suppliers do not generate input VAT credits because those suppliers did not charge you ZRA-compliant VAT. The record is kept for your own audit trail only.
</Note>

## Purchase statuses

| Status       | Meaning                                                    |
| ------------ | ---------------------------------------------------------- |
| **Pending**  | Fetched from ZRA — awaiting your decision                  |
| **Approved** | You confirmed receipt of goods — input VAT credit recorded |
| **Rejected** | You rejected the invoice — no VAT credit                   |

## Purchase details

Clicking a purchase row shows:

* **Supplier TPIN** — the supplier's ZRA identifier
* **ZRA Invoice No** — the reference number in ZRA's system
* **Total amount** — what you owe or paid
* **VAT amount** — the tax portion you can potentially reclaim
* **Invoice date** — when the supplier issued the invoice
* **Item list** — what goods were included (if provided by the supplier)

## Linking purchases to inventory

After approving a purchase, you may want to update your stock levels to reflect the received goods.

Currently this is a separate step:

1. Go to **Inventory → Stock tab**
2. Find the relevant ingredient
3. Click **Restock**
4. Enter the quantity received and unit cost

<Info>
  DishInk is working on automatic inventory linking — when you approve a ZRA purchase, you will be able to update stock levels in the same step. This will be available in a future update.
</Info>

## Who can manage purchases

Only **owners** and **managers** can approve, reject, or manually enter purchases. Regular staff (waiters, cashiers) can view purchases but cannot take action.

This matches ZRA's requirement that compliance actions are performed by authorised personnel.

## Related pages

* [ZRA Integration](/smart-invoice/zra-integration)
* [Fiscalisation Queue](/smart-invoice/fiscalisation-queue)
* [FAQ](/smart-invoice/faq)