Purchase order → goods receipt → purchase invoice

All three documents are under Purchases in the menu: Purchase Orders, Goods Receipts and Purchase Invoices. You can use all three in order, or skip straight to a purchase invoice for a simple buy.

Step 1: Raise a purchase order

1. Go to Purchases > Purchase Orders and tap New purchase order.
2. Under Order Details, choose the Supplier. The PO No. is filled for you. Set the Order date and the Expected delivery date.
3. In Items, add the products, quantities and rates. The Order Summary shows Taxable, CGST, SGST, IGST and Order Value.
4. Add Notes if you like (delivery instructions, agreed schedule, packing notes).
5. Save it with one of three buttons: Save draft keeps it private to you, Mark sent records that you sent it to the supplier, and Confirm order records that the supplier accepted it.

What you see next: a message Purchase order (number) saved. The order shows in the list with its status. A purchase order does not change your stock or your accounts.

If you see Supplier required, No items or Quantity required, fix that line and save again.

Step 2: Receive the goods

1. When the delivery arrives, open Purchase Orders, tap the ⋯ menu on the order and choose Receive goods. You can also open the order and tap Receive goods there.
2. The Record Goods Receipt screen opens with the supplier and items filled in from the order. Check the Receipt date. Enter the Supplier challan no. and Challan date from the delivery note.
3. In Goods Received, check each line: Item, Batch, Expiry, MRP, Received, Free and Rate. Change Received to what actually came. The Value and Goods value (before tax) update.
4. If the goods came with no purchase order, go to Purchases > Goods Receipts and tap New receipt. The receipt is then marked Received without an order.
5. Tap Post receipt.

What you see next: Goods receipt (number) posted. The goods are now in stock, and the amount is held as goods received, bill awaited. No tax is claimed yet. That happens on the supplier bill.

If you try to receive more than was ordered, a More than was ordered warning appears. Check the quantity.

Step 3: Enter the supplier's bill

1. Go to Purchases > Goods Receipts. The Billing column shows Bill awaited, Partly billed or Billed. The top of the page shows how much received goods are still awaiting a bill.
2. Open Purchases > Purchase Invoices and tap Bill a goods receipt, or tap New purchase invoice.
3. Choose the Supplier. Enter Supplier Inv # and Supplier Inv Date exactly as on the supplier's bill, and the Due Date.
4. Pick the Receipt the bill is for. Each line shows what was received and the Billed rate and GST %. Change the billed rate to match the bill. If the price is very different from the order, a Price difference too large warning appears.
5. Check the Summary: Subtotal, Discount, Taxable, the tax lines, Round Off and Total.
6. If you paid now, set the Payment Mode (Cash, Bank Transfer, UPI, Cheque or On Credit) and the Amount Paid.
7. Tap Save Invoice. Or tap Save Draft to keep it without posting.

What you see next: Purchase invoice (number) saved, with the status. A draft holds no stock. A bill matched to a receipt posts to your accounts but moves no stock again, because the receipt already did. A bill with no receipt (turn on Bill without a receipt) adds the stock and the ledger entries together.

A bill against a receipt can be posted only once. If you try again, you see Already billed.

Step 4: Pay the supplier

Use Finance > Make Payment. It lists the supplier's unpaid bills so you can allocate the payment.

Which route should I use?

• You order first and goods arrive later: purchase order, goods receipt, then purchase invoice.
• Goods are already at your door: New receipt, then the bill.
• Simple buy, bill in hand: New purchase invoice only.