Before you start
- Create the supplier (with credit days), items, units, tax rates and stores.
- If purchase orders need approval, set the approval policy and approver in Procurement Settings.
Raise and approve a purchase order
- Open Purchase Orders and choose to create one.
- Select the supplier and the receiving store, add the items, quantities and terms, and save.
- Submit the order for approval.
- The approver opens it from Approvals and approves it, rejects it or requests changes. The person who raised the order cannot approve it.
- Issue the approved order to the supplier, and print it or save it as PDF if needed.
Result: The order is open with each line’s ordered quantity. Issuing it does not change stock or the books.
Receive goods against an order
- Open Goods Receipts and choose Receive Goods.
- Select the issued purchase order and enter the supplier’s challan number and the receipt date.
- Enter the quantity received on each line, with its batch, and post the receipt.
Result: Stock increases in the receiving store and the order shows the received and remaining quantities. A receipt for more than the remaining quantity, dated after today or outside the financial year, or reusing a challan number for that supplier is refused.
Enter a purchase invoice
- To bill goods already received, open Invoice From Receipts and select the receipts. Otherwise open Purchase Invoice and create one directly.
- Enter your date and the supplier’s invoice number and date exactly as printed.
- For a direct invoice, add the items, quantities, prices, store and batch.
- Check the tax, charges and due date (filled from the supplier’s credit days), and save.
Result: The invoice is posted when you save it: the supplier’s balance, GST and the journal update, and stock increases for a direct invoice (receipts already added theirs).
Correct a posted purchase invoice
- Open the invoice and choose cancel (you need the cancel permission).
- Confirm, then enter the corrected invoice again.
Result: The journal, stock and GST are reversed and the original stays on record, marked cancelled.
Record a purchase return or debit note
- Open Purchase Returns or Debit Notes and choose to create one.
- Select the original invoice, enter the items or amounts and the reason, and save the draft.
- Review it and post it (you need the post permission).
Result: A return takes stock out of the original batch; a debit note reverses the GST. A posted return or debit note can be cancelled, which reverses it.
Screenshots coming: Screenshots for this topic are being prepared from a demo company.
Tips
- Posted purchase invoices cannot be edited or deleted; cancel and re-enter instead.
- The same supplier invoice number cannot be entered twice for one supplier.