Purchase Entry

Menu

Transaction

Purchase

Record the bills received from your suppliers. A purchase adds stock (by item and batch), fixes the purchase, trade and MRP rates, and books the input GST and the supplier's payable.

The purchase form is built on the Transaction Screen interface, like the Sale form. It opens in Display Mode on the last purchase; use Add New to start a bill, Prev / Next / Last or the document number to find one, and Edit to change it. Add New and Edit appear only if your permissions allow.

The same screen is used for related documents, differing in colour, title and a few buttons:

• Purchase Challan (
  Menu

  Entry

  Purchase Challan
  ) – goods received before the bill arrives.
• Purchase Return (
  Menu

  Transaction

  Purchase Return
  ) – goods sent back; stock goes down instead of up, and a reason must be chosen before saving.
• Opening Stock (
  Menu

  Transaction

  Opening Stock
  ).

If the supplier sends you an electronic bill, use Import Purchase or Import Purchase (DSC) instead of typing.

The bill header

1. Pick the Party (supplier). N beside it opens the account master to add a new one. The supplier's GSTIN and state fill in and decide whether tax is split as CGST + SGST (same state) or IGST.
2. Enter the supplier's Doc Number and Doc Date exactly as printed on their bill. If you've already entered a bill with this number for the same supplier, the number box turns pink and the bill cannot be saved — it's almost certainly a double entry.
3. The entry date is the date the bill is booked in your books. Recd On is the date the goods actually arrived — see Stock becomes saleable below.
4. Tick Cash for a cash purchase, and No ITC if input credit is not to be claimed. RC Eligible (reverse charge) is ticked for you when the supplier is an unregistered person and can't be changed by hand.
5. In the declared boxes type the supplier bill's own figures: taxable amount, CGST, SGST, IGST and grand total. The Diff figure next to each shows calculated minus declared. A difference means a line was keyed wrongly.

Entering items

Pick an item (the list narrows as you type, and the Mfr, Type, Unused, Sh 0 Stk and Shrt Cd options on the item list help with a long list), then fill the fields shown for your trade type. The ones you'll use most:

Field	Meaning
Batch / Expiry	Batch number and expiry month. Click in the batch box to see the item's earlier batches; picking one brings in its rates.
MRP, Incl	Printed MRP and whether it includes GST.
RtPc%	Retailer's percentage on MRP. When set, the label above MRP shows the effective MRP after that percentage.
Pu Rt, Incl	The rate the supplier charges you, and whether it includes GST.
Tr Rt, Incl	Your trade (wholesale) selling rate for the batch. It turns pink if it is not higher than the purchase rate.
Qty / Free	Billed quantity and free quantity.
Sch % / Schm Text	Scheme percentage and its description.
Dis % / Dis Amt / Dis Net	Discount, as a percentage, an amount per unit, or a net amount for the whole line.
CGST / SGST / IGST / Cess %	Tax rates, defaulted from the item master.

As you key rates, margins appear: RMrg (retailer's margin, from base rate and trade rate) and Mrg (your margin, from purchase rate to trade rate or MRP). Use them to catch a mistyped rate before saving.

Click Add F12 to add the line, Change F11 to update the line selected in the grid, or Delete F10 to remove it.

Warnings to heed

• Tax boxes turn pink. For an in-state supplier a non-zero IGST is flagged; for an out-of-state supplier a non-zero CGST or SGST is flagged. The line can't be added until the tax type suits the supplier's state. CGST and SGST turn orange if they differ.
• All three tax boxes pink. The tax % you entered doesn't match the tax rate in the Item master. Either the supplier's bill carries a different rate (then update the item — see Item Master) or the line is mistyped.
• Item details line. Shows the item's HSN and tax rate from the master for comparison.
• Item stock / Batch stock and the Purchase history panel (last purchases of this item) are shown beside the entry for reference; the Z button opens the full purchase history report for the item.

Saving

Save is enabled when the party is chosen, the GSTIN (if shown) is valid, the date is valid for the financial year, the document number is not a duplicate, and the GST on the bill is proper for the party's state; otherwise it stays disabled or shows "Improper GST." Saving a bill that has no lines (and no adjustment) deletes it, so use this to abandon a new bill or remove a wrong one.

Tick OK / Done to mark the bill as completed so that it is locked against casual edits; permitted users can still reopen it.

Stock becomes saleable only after "Recd On"

A purchase bill adds to stock as soon as it is saved, but the goods appear in the saleable stock used while billing only once the Recd On date has been entered. This allows bills to be booked in advance of goods arriving without anyone selling stock that is not on the shelf yet.

No Sale

Some batches should be held back from selling — for example a damaged lot or stock under query. In display mode (not while adding or editing), select the line and click No Sale. The line's No Sale cell turns pink (green when cleared) and that batch's quantity is excluded from saleable stock until you toggle it back. The change takes effect immediately and is recorded in the audit log; you don't need to open the bill for editing.

Printing and other buttons

• Print / PDialog / Preview – print the purchase voucher. The voucher shows the old MRP, new MRP, RtPc% and the effective MRP.
• EMail – send the voucher to the supplier's e-mail address recorded in the account master.
• Payment – go straight to Payment by Bill for this supplier (needs permission to add payments).
• PO Report – opens the purchase-order report for this supplier on the bill date, to check what was ordered against what came.
• Bar Code – open the barcode-label printing screen for this bill.