How to track a bulk watch purchase

The problem with a lot of watches on one invoice

When you buy several watches together, with a couple of accessories and a shipping bill, the seller sees one total but your books need each piece's cost and each payment. If part went on one card and part in cash, it is easy to end up with a total that is right and costs that are not. WatchFlow's bulk deal records the whole purchase on one screen and keeps each piece's cost and payment separate.

Build the deal line by line

• Each line is a watch or an accessory. A watch line can pre-fill brand, model and reference from the Watch Library, and the stock picker shows stock id and name so you can add pieces you already own.
• Expenses are compact lines (type, amount, note), with a small control to share an expense across the pieces.
• The totals strip stays on top and updates live: watches, expenses, total and what is left to assign.

How was it paid, under every line

Every watch, accessory and expense has its own "How was it paid" row. The method list shows your team's cards first, then Cash, Zelle, Check, ACH and Wire, and you can type your own. "Split" or "Paid another way too" adds a second payment on that same line, and the rows must add up to the cost, with "$X left" or "$X over" shown until they do. A line with no cost yet shows "Pay later: cost to come". Save the deal stays off until every line with a cost is fully assigned.

The same layout is used when you add a single watch: a "Cost and how it was paid" card, then each expense with its own payment. If one card swipe paid for several watches, choose "One swipe for several", pick the card and total, tick the watches, and each takes its share by cost (editable). The card page then shows it as one charge, see card bill tracking.

When a runner buys for you

A runner's payment picker has two groups: their own designated cards, and Other ways (Cash or their own card). With no designated cards it says so rather than falling back to every card. Choosing Cash or their own card asks "Pay me back by", and that date becomes the due date of the money owed to the runner in Payables. Runners do not see profit or percentages on these screens.

Find the bulk buy again

In Inventory, the Bulk buy filter lists "Any bulk buy" and each bulk buy by name, works like the other filters and can be saved in a Saved View. The Views menu also offers a ready-made Bulk buys view, sorted by bulk buy with a header for each (name, pieces, date) and an Open bulk buy link. Each watch carries a "Part of bulk buy" link back to the deal. Older bulk deals whose payments were not tied to lines are split across their lines when opened and flagged "Auto-split, please check" where it is a guess; nothing changes until you save.

Availability

Like other advanced WatchFlow features, it is switched on per team and is off by default. See also inventory management.