Purchase & Supplier Invoices

Purchase & Supplier Invoices

Manage the full purchase cycle — requests, orders, invoices, payments, and returns.

Purchase Workflow

Purchase Request Purchase Order Purchase Invoice Supplier Payment

Purchase Request

A Purchase Request is an internal document — staff raise it when they need to buy something. It has no accounting or stock impact until converted to a Purchase Order.

Purchase Order

  1. Open the Purchase Order tab → New.
  2. Select the Supplier (F2).
  3. Add line items with quantities and rates.
  4. Post (F9). Print and share with the supplier.

Purchase Invoice

When the goods arrive and you receive the supplier's invoice, create a Purchase Invoice:

  1. Open the Purchase Invoice tab → New.
  2. Select the Supplier, then optionally the Purchase Order (auto-fills line items).
  3. Enter the supplier's invoice number and date (required for GST ITC matching).
  4. Adjust quantities if delivery was partial.
  5. Post (F9). Stock updates immediately and the accounting entry posts: Debit Stock + GST Input, Credit Accounts Payable.
No separate GRN step needed. Posting the Purchase Invoice updates stock directly. If delivery precedes the supplier invoice, you can create the Purchase Invoice in Draft, then Post when you receive the bill.

Supplier Payment

  1. Open the Supplier Payment tab → New.
  2. Select the Supplier. Outstanding invoices load automatically.
  3. Enter the Amount and bank reference (NEFT/UPI/cheque number).
  4. Post (F9). Accounts Payable is debited, Bank is credited.

Purchase Return

Use the Purchase Return tab (equivalent to a Debit Note) when returning goods to a supplier. Link to the original Purchase Invoice, enter returned quantities, and Post. Stock is reduced and the supplier balance is adjusted.