Purchase Register

Find, filter and export your purchase bills, and edit, duplicate, copy to a sale, share or delete any of them.

The Purchase Register lists every purchase bill you have entered, with totals for the period you pick.

Before you start

• Enter some purchases first, on the purchase entry screen or with Bulk OCR.
• The GST total, the CGST/SGST/IGST columns and the RCM filter show only when GST registration is on in GST Configuration.

Steps

1. Open Registers > Purchase Register.
2. The list shows the current financial year, newest bill first. The cards at the top show Invoices, Taxable, GST, Grand Total and, if you have reverse-charge bills, RCM Total for the bills in the list.
3. Click a column heading (Date, Invoice, Supplier, Taxable, Grand Total) to sort by it. Click again to reverse the order.
4. Point at a supplier name or an item to see the full text. The Mode column shows Item for item bills and Acc. for accounting (expense) bills.
5. Click an invoice number to open that bill.

Filter the list

1. Type in the search box to find bills by invoice number, supplier, GSTIN or item name.
2. Set From and To dates, or click a quick range: Today, This Mo, Last Mo, This Qtr, This FY or Last FY.
3. Pick a Supplier to see only that supplier's bills.
4. Set Mode to Item or Accounting.
5. Set RCM to RCM Only or Non-RCM Only to separate reverse-charge bills.
6. Each active filter shows as a chip under the filters. Click the cross on a chip to remove it, or click Clear all to go back to the whole financial year.

On a phone, tap Filters to show or hide the filter panel.

Edit a purchase

1. In the Actions column, click the pencil icon (or click the invoice number).
2. The bill opens on the purchase screen. Make your changes and save. See Record a purchase bill.

Duplicate a purchase

Use this when a new bill is almost the same as an old one.

1. In the Actions column, click the copy icon (Duplicate (Alt+2 style)). You can also choose Duplicate from the More menu.
2. A new purchase opens with the same supplier, items and charges. The date is today and the invoice number is blank. Vehicle number, e-way bill number and round off are not copied.
3. Type the supplier's invoice number, check the lines and save.

Copy a purchase to a sale

Use this to resell the goods you bought.

1. In the Actions column, click the three-dot More icon.
2. Choose Copy to Sale.
3. A new sales invoice opens with the same items, quantities, HSN and GST rates. A message says how many items were copied.
4. Pick the Customer. The customer is left blank on purpose.
5. Change each Rate. It is filled with the purchase cost, so raise it to your selling price.
6. Save the invoice. See Create a sales invoice.

Only item lines are copied. An accounting (expense) purchase has nothing to copy, and the message says so.

Share on WhatsApp

1. Click More, then WhatsApp.
2. WhatsApp opens with a short message: invoice number, date, supplier and amount. Pick the contact and send.

Delete a purchase

1. Click More, then Delete Invoice.
2. Check the invoice number, supplier, date and Grand Total in the box.
3. Click Confirm Delete, or Keep Invoice to go back.

Deleting removes the bill from the register and also removes its accounting entry and its stock entry, so your reports and stock no longer include it. It cannot be undone.

Export to Excel

1. Set the filters you want. Only the bills in the list are exported.
2. Click Export.
3. Choose Invoice-wise (Summary) for one row per bill with tax totals and a total row, or Item-wise (Detail) for one row per item line.

Common problems

• No invoices match the selected filters. — a filter is hiding the bills. Click Clear all.
• The list is empty for an old bill — the dates cover only the current financial year. Click Last FY or set From and To.
• The From date shows in red and nothing is listed — From is after To. Correct the dates.
• No line items found. — you chose Item-wise (Detail) but the bills in the list have no lines.
• Purchase invoice not found — the bill was already deleted, perhaps by another user. Click the refresh icon.

Related

• Record a purchase bill
• Bulk OCR purchase
• Debit note
• Create a sales invoice
• Ledger report

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