In Irsaal Milk Shop Software there are two kinds of buying. Milk from a farm or supplier is entered on Daily Milk Stock, one shift at a time, and raises what you owe that supplier. Products (yogurt cups, butter, packing, eggs by the dozen) are bought on Purchases, with an invoice, freight, tax and payments, and go into product stock. Both build up the supplier's Payable Balance, which you pay from Suppliers → Ledger → Pay Supplier. Goods sent back to a supplier are handled by Purchase Returns.
On this screen: Suppliers
Management → Suppliers (heading Supplier Management) shows "N suppliers · Total payable:" and a table: Supplier, Phone, Address, Purchases, Payable Balance, Status, Actions. Buttons: Add Supplier, and per row Ledger, Milk Contract / Set Contract (when Supplier Milk Contracts is on), edit and delete. A red balance means you owe them.
How do I add a supplier?
- Press Add Supplier.
- Enter Name (required), Phone, Email, Address, Opening Balance (payable) (the amount you already owe, if any) and tick Active.
- Press Save. The message is "Supplier created successfully." The phone number is what the shop's WhatsApp uses for supplier messages.
A supplier with any transactions cannot be deleted: "Cannot delete a supplier with existing transactions." Mark them inactive instead.
How do I pay a supplier?
Open the supplier's Ledger and press Pay Supplier (needs the Add Supplier Payment button permission). Enter Amount (up to the outstanding payable; the screen shows After Payment), choose Pay From Account, set the Date, an optional Note, and press Record Payment. The money leaves that account. The ledger page shows Milk Received, Total Paid, Period Closing, Current Payable, filters From, To, Shift, and a running-balance table with Credit (Purchases / Refunds) and Debit (Payments / Returns). Export PDF needs the Export / Print Ledger permission. A payment made against one purchase can also be recorded on that purchase page (Record Payment).
How do I set a supplier's daily milk agreement?
Switch on Supplier Milk Contracts on Settings → Modules. On Suppliers press Milk Contract (or Set Contract) on the supplier (needs the Edit right on Suppliers).
- Tick Active contract and optionally set a Start date and End date.
- Under Daily delivery agreement press Add Quantity / Unit. For each line choose Shift (Morning, Evening or Both shifts, meaning the same quantity every shift), Milk, Quantity per shift, UOM and the fixed Rate / per unit. Use separate lines for mann and for litres so each has its own price.
- Add Contract notes and press Save Contract.
"Add at least one delivery line." is required. On Daily Milk Stock, choosing the supplier loads the agreement (shown as Fixed contract), and you adjust the quantity to what really arrived. Updating a contract applies to new entries only. Saved receipts keep their original prices and unit conversions.
How do I buy products from a supplier?
- Open Purchases and press New Purchase. You need at least one supplier and a product with units: "Add at least one supplier and a product with units before creating a purchase."
- Choose the Supplier, the Purchase Date, an optional Supplier Invoice / Reference, and Receive Stock Into: Warehouse or Store (available for POS).
- Under Products, search a product (or a size), press Add Product, and for each line enter Qty, Cost Price, Freight / Unit, Tax % and Sale Price. Cost and freight are per purchase unit (per piece for a product bought by size); tax applies to cost plus freight; freight and tax are included in stock cost.
- Enter Paid Now and Pay From Account if you are paying now. Any available supplier credit is applied automatically ("Balance Before Supplier Credit").
- Add Notes and save. The purchase number looks like PUR-00012.
Each product may be on the purchase once ("This product is already on the purchase. Change its quantity instead."), the payment cannot exceed the total ("Payment cannot exceed the purchase total."), and a later payment cannot be dated before the purchase. Stock goes into the location you chose and the cost updates the product's average cost. If Purchase recorded is on in WhatsApp, the supplier is told.
How do I return products to a supplier?
- From a purchase press Return Products, or open Purchase Returns → New Purchase Return and choose the purchase.
- Set the Return Date, Take Products From (Warehouse or Store), and the Settlement Method: Supplier Ledger Adjustment, Cash Refund or Bank Refund.
- Enter Return Qty per line (or Return All Remaining Items) and a Reason / Notes.
- For a cash or bank refund choose Receive Refund Into. Cash and bank returns first clear the unpaid purchase balance; only the excess is refunded. A ledger adjustment leaves any excess as supplier credit.
- The panel shows Return Value, Payable Cleared, Cash / Bank Refund, Credit Left With Supplier and Remaining Purchase Payable.
A return cannot be dated before its purchase or before the latest payment or return on it. The Purchase Return Report lists them.
Who can do what?
| Screen | Rights in the role grid |
|---|---|
| Suppliers | Suppliers: View, Add, Edit, Delete, plus Add Supplier Payment and Export / Print Ledger |
| Purchases | Product Purchases: View, Add (recording a payment also needs Add Supplier Payment) |
| Purchase Returns | Purchase Returns: View, Add |
A role written before purchases existed does not get Purchases or Purchase Returns by itself. Tick them on the role.
Frequently asked questions
Where do I enter milk I bought from a farm?
On Daily Milk Stock, under Supplier Milk, not on Purchases. Purchases is for products.
How do I see how much I owe a supplier?
Open Suppliers (the Payable Balance column) or the supplier's Ledger (Current Payable). The Supplier Report totals every supplier.
The supplier delivered less than the contract. What do I do?
On Daily Milk Stock adjust the quantity on the supplier line to what really came. The contract rate stays fixed.
I paid the supplier twice by mistake.
Payments cannot be edited. Record the correction with the supplier (a refund is entered as a return, or the extra stays as credit) and note it on the ledger.
Can I delete a purchase?
Purchases are not deleted. Correct a wrong one with a Purchase Return.
Khulasa (Roman Urdu)
Doodh supplier se "Daily Milk Stock" mein likha jata hai, aur products "Purchases → New Purchase" se kharide jate hain (qeemat, freight, tax aur "Paid Now" ke sath). Supplier ka baqaya "Suppliers" mein "Payable Balance" hai; usay "Ledger" ke "Pay Supplier" se ada karein. Supplier ke sath rozana ka muahida "Supplier Milk Contracts" on karke "Set Contract" mein likhein. Maal wapas dena ho to "Purchase Returns" mein "Supplier Ledger Adjustment", "Cash Refund" ya "Bank Refund" chunen.