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Record a purchase bill

Enter a supplier's bill for goods or services, with GST, reverse charge, TDS and charges, so stock and accounts update together.

Use Purchase Entry to record a bill you received from a supplier. When you save, the stock of the items goes up, the supplier's ledger is credited, and input GST is booked.

Before you start

Create the supplier in Suppliers. You can also create one from this screen.
Create the items in Products if you buy goods. You can also create them from this screen.
Make sure the bill date falls in the financial year you are working in. See Financial years.
The TDS (deducted from supplier) box shows only when the TDS module is switched on. See TDS setup.
The Scan Invoice button shows only when OCR is available on your plan.
If your business is not registered under GST, the GST columns (HSN, GST%, POS, RCM, E-Way Bill No) are hidden. See GST configuration.

Steps

Open Transactions > Purchases, or press F9 from anywhere in the app.
In Supplier, type the supplier's name and pick it from the list. The POS (place of supply) fills in from the supplier's state.
Enter the supplier's bill number in Supplier Inv No.
Set the Invoice Date to the date printed on the bill.
Choose Invoice Type: Item Invoice for goods, or Accounting / Service for expenses and services.
Choose Document Type: Tax Invoice or Bill of Supply, as written on the bill.
Tick Reverse Charge (RCM) only if you must pay the GST on this purchase yourself.
Add the lines (see the two sections below).
Add freight, packing or other charges under Charges if the bill has them.
Check the Totals box on the right against the bill. Use Round Off if the bill total is rounded.
Click Save Purchase, or press Ctrl+S. The form clears, ready for the next bill.

Add item lines (Item Invoice)

Click Add to add a line.
In Item, pick the product. HSN, unit, rate and GST% fill in from the product.
Enter Quantity and Rate as on the bill.
For a discount, type either Disc % or Disc ₹. The other one is worked out for you.
If you know only the line value, type it in Taxable. The rate is worked out from it.
To add a new product without leaving the bill, click New Product.
To fix a product's details, click the pencil icon next to it.
If the Barcodes module is on, scan the item in the scan box above the lines. Scanning the same item again adds 1 to its quantity.

Add ledger lines (Accounting / Service)

Click Add Line.
In Expense Ledger, pick the expense, for example Rent or Repairs. Choose + Create Ledger to make a new one.
Enter Description, Amount, Disc and GST%.
These lines do not change stock.

Scan a bill with OCR

Click Scan Invoice at the top of the form.
Pick a photo or PDF of the bill. On a phone, you can take a photo.
Wait for the scan. Supplier, bill number, date, POS and lines fill in.
A bill with only services switches to Accounting / Service. A bill with goods and services puts the services under Charges.
Check every line. If the scanned total and the form total differ by more than ₹5, a yellow warning shows both figures.
Click Accept & Save Purchase, or Save Purchase. A supplier or product that does not exist yet is created when you save.

Edit or duplicate a bill

Open Registers > Purchase Register. See Purchase register.
Click the bill number or the pencil icon to edit. A yellow banner says Changes will overwrite the existing record.
Make your changes and click Update Purchase. Stock and accounts are posted again for the new figures.
To start a new bill from an old one, use Duplicate in the register. The date becomes today and the bill number is left blank.

Print, labels and WhatsApp

Print prints the bill as it is on screen.
WhatsApp opens WhatsApp with a short message: bill number, date and total.
Print labels shows only while you edit a saved bill. It opens the label screen with the bill's items and quantities. See Barcodes.

Fields

Field	What to enter
Supplier Inv No	The number on the supplier's bill. It cannot be changed after saving.
POS	Place of supply. It decides whether the tax is CGST + SGST or IGST.
Reverse Charge (RCM)	Tick for reverse-charge purchases. The bill is then booked without input GST.
TDS (deducted from supplier)	Pick the TDS section if you deduct TDS. TDS is worked out on the taxable value, and Net payable shows what you owe the supplier.
Receive into	Shows only when location-wise stock is on. The godown the goods arrive at. See Location-wise stock.
Charges	Freight, packing and similar. Pick a ledger in Account. With GST on, choose GST charge or Other (no GST) in Type, and enter SAC and GST %.
Vehicle No, E-Way Bill No	Optional. Copy them from the supplier's documents.

Common problems

Select a supplier — no supplier is picked. Pick one, or create one with the person icon in the Supplier box.
Enter supplier invoice no — Supplier Inv No is empty.
Add at least one item — no line has a product picked. Pick a product on at least one line.
Add at least one ledger line — in Accounting / Service, pick an Expense Ledger on at least one line.
Unit of Measurement (UOM) is required for line 1. Please update the product. — the line has no unit and the product has none either. Type the unit on the line, or add it to the product.
This date falls in ..., but you are working in ... — the bill date is in a different financial year. Switch to that year on the Dashboard, or correct the date.
Financial year ... is closed. — that year is closed. Re-open it in Financial years if you must post to it.
Charge account cannot be GST ledger — a GST ledger was picked as a charge. Pick an ordinary expense ledger.

More in Purchase

Purchase ordersRaise a purchase order to a supplier, print it, and convert it into a purchase bill when the goods arrive.Enter many purchase bills by scanning (Bulk OCR)Upload up to 20 supplier bills at once, let Arthlekha read them, check the details, skip duplicates and save them all as purchases.Purchase RegisterFind, filter and export your purchase bills, and edit, duplicate, copy to a sale, share or delete any of them.Make a debit noteRecord goods returned to a supplier, or raise an extra charge on a customer, with a debit note linked to the original invoice.Credit Note and Debit Note registersFind, filter, print, share and export your credit notes and debit notes, and edit, duplicate, cancel or delete them.