- Check you can buy
Open Purchase Entries and Purchase invoice. The Add button should be there. No button means the purchase and purchase return ledgers or the numbering series are not set: tell the accountant or the administrator (Before you buy or post vouchers: the setup checklist).
- A request to buy
Take a Purchase requisition from the department; it says what is wanted and by when. Where your company approves requisitions, the approver does it (Raise a purchase requisition, Approvals for purchases and vouchers).
- Prices from suppliers
Enter each supplier's price as a Purchase quotation. Compare them on the quotation analysis and place the order with the best one (Record a supplier's quotation).
- Place an order
A Purchase order to the supplier, from the quotation or on its own. Print it for the supplier (Place a purchase order, From requisition to order, goods received note and invoice).
- Receive them
Make a Goods received note against the order: the quantities that really came, with batch or serial numbers where asked. It adds stock but not the supplier's bill (Receive goods with a goods received note).
- Enter the bill
Make the Purchase invoice from the goods received note or the order: the supplier, the supplier's own invoice number and date, the products and the terms. Check the totals against the paper bill (Enter a purchase invoice).
- An import or an asset
An import has its own part on the invoice (letter of credit, pragyapan patra). An asset bought for the business goes on Purchase fixed assets (Record an import purchase, Buy a fixed asset).
- A late cost
Freight or duty that came after the bill: a Purchase add-on voucher on the invoice (Add a cost to a purchase with an add-on voucher).
- A return
Return on the invoice for everything, or Purchase return for part (Return goods to a supplier).
- Look before you change
An invoice can be edited until a return names it, it is approved or its year is locked; a payment against it does not stop the edit, but its Due amount then moves with the new total. Ask the accountant before you change or delete an invoice that is approved or paid (Change or delete a saved purchase document).
- Open orders
The outstanding orders and goods received notes: what is still to come, what is not yet billed (The purchase register and purchase reports).
Before you start
- Nothing stops a purchase for going over a supplier's credit limit. Look at the supplier's balance shown when you choose the supplier on the invoice (Create a supplier).
- A seller you pay on the spot does not need a supplier ledger: choose a cash or bank ledger as the supplier, and the invoice asks for the seller's Name and PAN/VAT (Enter a purchase invoice).
- A supplier who is missing a PAN gets it added on the existing ledger, not on a second one: two ledgers split the balance and the ageing (Create a supplier).
End of the day
- Goods received notes still Not used are goods in stock with no bill yet. The tiles on the list show the Total outstanding GRN (Receive goods with a goods received note).
- The day's total on the Purchase Invoice Summary Report agrees with the purchases in the day book (The purchase register and purchase reports).
- Where purchase invoices need approval, today's invoices are already in the purchase register but not in the suppliers' balances until an approver approves them (Approvals for purchases and vouchers).