Steps
- Open Purchase Bills and click New Purchase. If the button says New PO instead, your business requires a purchase order: raise the PO first and press PI on it.
- Choose the Supplier Name and the Purchase Date, and type the Supplier Invoice Number (from bill). That is the number that matters for GST; Purchase Number (our reference) fills itself.
- Click a product card to add a line, then fill Qty, Purchase Price (excl. GST), Selling Price (MRP, incl. GST), the store, and Batch / Serial No with MFG and EXP dates.
- Freight, a discount on the whole bill or a round off on the supplier's bill? Fill Freight & other charges, Discount on whole bill and Round off below the lines.
- Click Create. The bill is saved as Draft and your stock has not changed yet.
- Back in the list, open the Status box on that draft row and choose Approved. Tick the three confirmations and click Confirm & Approve. The stock is added now.
Good to know
Stock is added on approval, never when you save the draft. A bill left in Draft shows nothing in Manage Stock and nothing on the purchase ledger.
Approval closes the full editor for good. Correct details (owner, or staff given that permission) still fixes the date, batch, MFG, EXP, the purchase price of items nothing has been sold from, and the selling price while stock is left (new sales only).
Whether you type MRP with GST inside it or without is one setting. Open the gear above the purchase grid and use MRP already includes GST - the line under it spells out exactly what your customer will be billed.
Words used
| Word | Meaning |
|---|---|
| Draft | Saved and still editable. No stock, no ledger entry, no dues. |
| Approved | Stock added and the bill posted to your books. Locked. |
| Cancelled | Set aside. No stock and no ledger entry. |
| Supplier Invoice Number (from bill) | The number printed on your supplier's bill. This is the one that matters for GST. |
| Purchase Number (our reference) | Your own running number. Filled in for you; change it only if you keep your own series. |
| Purchase Price (excl. GST) | Cost per unit as on the supplier bill, before GST and before the supplier discount percent. |
| Selling Price (MRP, incl. GST) | The price you will sell this batch at. The stock pages and the counter both read it. |
| Freight & other charges | Added to the stock's cost and spread over the lines by value, with GST at each line's rate; the discount is taken off the same way. |
GST on each line comes from the product's own tax rate and is split by state: a supplier in your state gives CGST + SGST, one in another state gives IGST. Deleting an approved bill is owner-only, and it is refused once anything has been paid against it or once any unit has been sold, reserved, moved or returned.
Next in this sectionMake your first sale at the counter