Purchases

Purchases (sometimes called bills or vendor invoices) record what your organization owes to suppliers. Each purchase stores the supplier contact, currency, due date, line-level expense accounts, VAT, and payment status. This guide covers the public GraphQL operations you can call to import purchase data, sync statuses, or issue payments from your own back office tools.

Authenticate with an API secret or OAuth-issued secret as described in the Authentication guide, then include the organization slug on every query or mutation.

Core objects

Purchase

Field	Type	Description
id	ID!	Stable identifier for follow-up mutations.
number	Int!	Auto-incremented sequence, unique per organization.
date	Date!	Posting date used for ledgers and reporting.
dueDate	Date!	Required for credit purchases; equals date for cash purchases.
status	PurchaseStatus!	draft, active, paid, partial, or voided.
paymentStatus	String	Derived indicator in the UI (unpaid, overdue, etc.).
total / subtotal / vat	String	Decimal strings in the organization's base currency.
remainder	String	Outstanding balance (negative numbers represent amounts still owed).
currency / exchangeRate	String	Original document currency and applied exchange rate.
originalTotal	String	Total expressed in the original currency.
contact	Contact	Supplier info (name, email, address).
lines	[PurchaseLine!]!	Ledger distribution for the expense and VAT.
journalEntries	[JournalEntry!]	Ledger postings created for the purchase and any payments.

PurchaseLine

Field	Type	Description
id	ID!	Line identifier.
description	String!	Human-readable text shown on the document.
cost	String!	Decimal cost in purchase currency.
accountId	ID!	Expense or asset account to debit.
vatId	ID	Optional VAT code applied to the line.

Status and type rules

• PurchaseType values are cash (immediately paid from a bank or cash account) and credit (posted to accounts payable).
• New purchases can only be created as draft or active. Drafts can be edited; active purchases represent posted payables.
• Voiding a purchase sets status to voided and voids all related journal entries.

Query purchases

Fetch a single purchase

query Purchase($id: ID!) {
  purchase(purchaseID: $id) {
    id
    number
    status
    currency
    total
    remainder
    contact {
      id
      name
      email
    }
    lines {
      id
      description
      cost
      account {
        id
        name
        code
      }
    }
    journalEntries {
      id
      number
      date
    }
  }
}

Use this to display all metadata for reconciliation or auditing tools.

List purchases with filters

query Purchases($slug: Slug!, $filter: JSONObject) {
  organization(slug: $slug) {
    purchases(
      limit: 50
      orderBy: { field: "due_date", order: ASC }
      filter: $filter
    ) {
      count
      entries {
        id
        number
        date
        dueDate
        status
        contact {
          name
        }
        total
        remainder
      }
    }
  }
}

Filters accept the standard operators (equalTo, notEqualTo, lessThan, greaterThanOrEqualTo, in, plus and/or). Common fields include status, contactId, due_date, and currency. The orderBy object supports any column on the underlying purchase (for example created_at, date, or due_date). Max page size is 1,000 entries.

Create and update purchases

Create

mutation CreatePurchase($input: CreatePurchaseInput!) {
  createPurchase(input: $input) {
    id
    number
    status
    total
    remainder
  }
}

CreatePurchaseInput fields:

Field	Required	Notes
slug	✅	Organization identifier tied to the API secret.
type	✅	cash requires accountId; credit posts to accounts payable.
date	✅	Posting date; dueDate defaults to this when type is cash.
dueDate	⚠️	Required for credit purchases.
contactId	⚠️	Optional but recommended for tracking suppliers.
accountId	⚠️	Expense account for cash purchases (the credit side of the journal entry).
currency / exchangeRate	⚠️	Default to the org base currency when omitted. Provide both for multi-currency docs.
status	✅	Must be draft or active.
lines	✅	At least one PurchaseLineInput with cost, description, and accountId.
docs	⚠️	Array of existing document IDs (from createDoc) to attach receipts.

Update

mutation UpdatePurchase($input: UpdatePurchaseInput!) {
  updatePurchase(input: $input) {
    id
    status
    dueDate
    lines {
      id
      description
      cost
    }
  }
}

Updates are only allowed while status = draft. To revise a posted document, void it and re-create it. When sending new lines, the mutation replaces every existing line item, so always send the complete set.

Pay purchases

Use payPurchase when you record an actual bank disbursement or cash payment.

mutation PayPurchase($input: PayPurchaseInput!) {
  payPurchase(input: $input) {
    id
    number
    remainder
    journalEntries {
      id
      date
    }
  }
}

PayPurchaseInput fields:

Field	Required	Notes
purchaseId	✅	Target purchase ID.
amount	✅	Decimal string (positive numbers reduce the payable). Partial payments are supported.
accountId	⚠️	Credit account used for the payment (cash or bank). Defaults to the organization's defaultBankAccount if omitted.
date	⚠️	Defaults to the current date.
currency / exchangeRate	⚠️	Provide when paying in a currency different from the purchase currency. Exchange gains/losses are posted automatically.
comment	⚠️	Optional narration shown on the journal entry.

Naqood automatically posts the debit to the selected cash/bank account and the credit to accounts payable. When you pay in another currency, the system routes any gain or loss to the configured exchange-rate accounts.

Void purchases

mutation DeletePurchase($id: ID!) {
  deletePurchase(purchaseId: $id)
}

deletePurchase voids the purchase and every associated journal entry. Only non-voided purchases can be voided. Use this for mistakes rather than archival; the purchase ID remains but its status becomes voided.