Kiero OMS knowledge base.

The My purchases module lets an organization manually record product purchases and other expenses and track related shipments.

Access and module activation

The module is disabled by default. The organization owner can enable or disable it in Profile → Organization settings. Only the owner can change this setting. When disabled, the module is hidden from navigation and its data is not used in expense analysis.

Adding an entry

Select My purchases → New entry and choose one of two entry types:

• Product purchase — with a product name or product link;
• Other expense — with a description such as packaging, equipment, or a service.

Available fields include:

• date;
• product or description;
• amount;
• currency;
• whether an invoice is available;
• whether the entry should be included in expenses;
• optional note.

Tracking numbers are not required. A regular expense can be saved without a shipment.

Existing entries can be edited or deleted. Editing also allows you to add,
change, or remove the linked shipment. Changing shipment data resets its
tracking status so that an earlier confirmation is not applied to a new number.

Search and filters

The list uses the shared module header. It provides search by product name or description and a combined filter by month, entry type, whether a shipment is linked, and shipment status. Results are paginated with 50 entries per page, and changing a filter returns to the first page. Entries are grouped by month, and each month group can be expanded or collapsed; when collapsed, the total is shown separately for each currency.

Shipment and carrier

For a purchase related to a shipment, enable Related to a shipment. Select the country first, then the carrier. Poland is the default country.

Available carriers:

• Poland: Allegro, Poczta Polska, DPD, ORLEN Paczka, DHL, InPost, GLS;
• Ukraine: Nova Poshta, Ukrposhta, Meest.

The carrier list is a fixed carrier catalog and is independent of the names of integrations configured by the organization. An active carrier/API configuration is used separately during automatic checks. A tracking number may be left empty. Without a tracking number, the entry remains manual and is not sent to automatic tracking checks.

DHL in this list is only for tracking your own shipment linked to a purchase.
Direct DHL connection is currently hidden in Integrations; it cannot create
customer order shipments or labels.

Status and expense inclusion

An entry marked Include in expenses affects the financial summary only when:

1. it has no linked shipment, or
2. the shipment is marked delivered and manually confirmed as received.

Pending, undelivered, not received, and returned shipments are excluded from effective expenses. This prevents a return or delivery problem from distorting profitability.

When a shipment becomes delivered, the system shows a warning panel. The panel can be collapsed and resolved with one of these actions:

• Received;
• Not received;
• Returned.

Dashboard and financial analysis

The dashboard includes a card with the total value of purchases included in expenses. Amounts in different currencies are converted to the organization’s base currency.

The amount increases expenses and affects overall profitability. The module is separate from the product purchase price so that the same cost is not counted twice.

Automatic tracking

Once per day, the self-hosted scheduler creates job_queue tasks. These tasks check shipments with tracking numbers through configured carrier provider adapters.

Automatic checking requires an active API configuration for the relevant provider. Selecting a carrier in the form does not by itself mean that the organization has API credentials configured. If no configuration exists, the job records the check time and a missing-connector message instead of silently skipping the shipment.

Invoices and documents

In the first stage, the system stores only whether an invoice is available (invoice_available). PDF and photo files are not stored or uploaded to R2 yet. Attachments are planned as a separate future stage.

Frequently asked questions

Can I add an expense without a product?

Yes. Select Other expense and enter a description.

Can I add a purchase without a tracking number?

Yes. Tracking is optional.

Is a returned shipment counted as an expense?

No. After it is marked returned, the entry is excluded from effective expenses.

Who can enable the module?

Only the organization owner.