Buying from an individual: farmers, foragers and self-employed sellers
A farmer brings herbs, a forager brings mushrooms, or a fisher delivers fresh fish. In cenaly.ge, you can record this purchase with a separate purchase act: goods enter inventory and the seller's details remain linked to the transaction. A cash payment is recorded as a movement in the till shift.
The example below uses an imaginary private seller delivering herbs. It illustrates the form, not permission to buy any kind of goods from any individual.
What you need to get started#
| Prepare | Purpose |
|---|---|
| Access to the extension store and inventory | To enable the operation and create a document |
| An available “Purchase from individual” extension | To show the operation in inventory |
| A warehouse and product cards for the delivery | To receive stock into the correct inventory |
| The seller's name and details | To complete the act |
| An open location shift for cash payout | To record the cash expense |
| A network connection | To save the act and payment |
Step 1. Enable purchases from individuals#
- Open the extension store.
- Find “Purchase from individual” and enable it if available to the account.
- Open inventory and select the warehouse.
- Open the operations menu and choose “Purchase from individual”.
The setting applies to the whole account. It is not a separate switch for a single location.
Result: the “Purchase from an individual” form opens. If the operation is unavailable, check the extension and that inventory products exist.
Step 2. Record the goods received#
The aim is to record the actual accepted quantity and price per inventory unit.
- Select an inventory product in the line.
- Enter its quantity and “Price”.
- Add the other delivery items.
- Check the total against your agreement with the seller.
| Example item | Quantity | Unit price | Amount |
|---|---|---|---|
| Parsley | 2 kg | 300 | 600 |
| Dill | 1 kg | 250 | 250 |
| Total | 850 |
These are example amounts in your accounting currency. The same sequence works for mushrooms or fish when appropriate product cards exist and the purchase is permitted in your circumstances.
The form needs at least one line with a positive quantity. If a line is missing from the total, check the selected product and quantity.
Step 3. Enter the seller's details#
Complete “Full name” under “Seller (individual)”. Then enter the details needed for the act:
| Field | What to record |
|---|---|
| “Passport”, “ID card” or “Other” | The seller's document type |
| “Document number” | The selected document's number |
| “Tax ID” | The seller's tax identifier |
| “Self-employed (professional income tax)” | The seller's Russian NPD status |
| “Self-employment receipt no. / link” | The number or link of the receipt received |
On cenaly.ru, keep the NPD receipt reference for a purchase from a self-employed seller. The form records this information; it does not issue a receipt on the seller's behalf.
To keep a contact for future work, select “Save the seller to counterparties”. This option saves the name and contact phone in a counterparty card. The seller's document details stay in the purchase act and are not copied to the inventory movement journal. Document lists may display the seller's name, but not passport details.
Result: the goods and seller are linked in one document. If saving fails, check that the name is filled in and that at least one product line is valid.
Step 4. Record payment#
The payment block offers two methods:
| Method | What the software does |
|---|---|
| “Cash from the till” | Records a cash expense in the location's open shift |
| “Bank transfer” | Saves the purchase as “Paid” |
“Bank transfer” records payment; it does not instruct a bank to send money. Use it for a transfer completed outside this form.
When saving a cash purchase, the software checks the shift again. If no shift is open, the stock receipt is still saved and payment is marked “Not paid”. If recording the cash movement fails, the saved act also remains available for later payment.
How to pay later#
- Open the saved act in the inventory documents tab.
- Make sure the location has an open till shift.
- Check the amount and payment status.
- Select “Pay out from the till”.
- Check that the status changes to “Paid”.
Result: the expense is linked to the purchase and open shift. Do not create another stock receipt just to retry payment: the first act has already received the goods.
Step 5. Check and keep the act#
Open the purchase act and check its contents before giving it to the seller.
- Check the buyer and seller.
- Verify products, units, quantities, prices and total.
- Check the self-employment receipt reference, if entered.
- Use “Print” or “Download PDF”.
The act includes spaces for the buyer's and seller's signatures. The printed act and PDF show the document details; they do not replace a fiscal receipt. Saving the stock receipt increases inventory and supplies purchase prices to inventory accounting.
If it fails: retry the PDF export from the existing act. There is no need to record the delivery again.
Step 6. Correct a purchase#
If you find a quantity or price error after saving, use “Correct” on the purchase in the documents list. This requires editing rights and a posted document that has not already been corrected. Review the amended lines and correction total before confirming.
Settlement depends on the amount already paid: you may owe the seller an additional payment or need to receive an overpayment refund. The correction card provides an action to receive the refund. A cash refund is recorded as money coming into the open shift.
After a correction, settlement is handled through the correction document. Do not try to pay the original act again: its card indicates that it has been corrected.
Result: the purchase change and cash difference are tracked through linked documents. If payment is unavailable, check that you opened the current correction document.
Limitations#
- The extension is enabled account-wide; availability depends on the account's conditions.
- Alcohol and marked goods cannot be received through this operation.
- Cash payout requires an open shift and a network connection.
- Selecting bank transfer does not execute a bank payment.
- The till does not print a fiscal receipt for the seller payout.
- The system does not calculate the seller's taxes; the act records the transaction.
Troubleshooting#
| Symptom | Cause | What to do |
|---|---|---|
| The purchase operation is missing | The extension is disabled or unavailable | Check its card in the extension store |
| The operation is unavailable without product cards | No product cards exist | Create the products you will receive first |
| Alcohol or marked goods are missing from the list | They are excluded from this operation | Use supplier receipt with the relevant documents |
| The purchase cannot be saved | No valid lines or seller name | Check quantity, product and full name |
| “Not paid” | No open shift, or payout failed | Check the shift, then use “Pay out from the till” in the act |
| The original act cannot be paid | It has been corrected | Open the correction document |
| PDF download failed | Export ended with an error | Retry “Download PDF” from the existing document |
Frequently asked questions#
Can I receive goods while the till shift is closed?#
Yes. With the cash method, the act is saved unpaid and can be settled later.
Can I issue an NPD receipt for the seller?#
No. The form stores the number or link of a receipt obtained from the self-employed seller.
Is the seller's passport visible in the movement list?#
No. Document details are available inside the act; document lists use the name.
If payout fails, do I need to enter the goods again?#
No. First open the saved act and check its status, then complete payment.