Purchase workflow

Purchasing mirrors sales but money and stock move the other way: vendor → bill → stock in → money out.

Preconditions checklist

• Vendor exists
• Raw materials and/or products to receive exist
• Warehouse exists
• Role can edit purchase orders, purchase invoices (bills), and payments

A. Vendor master

1. Open Purchases → Vendors.
2. Create or find the supplier (name, GSTIN, state, phone, address).
3. Attach a purchase price list if you use one.

B. Purchase order (optional but recommended)

Steps

1. Open Purchases → POs.
2. Create PO.
3. Select vendor.
4. Add lines: raw material / item, qty, rate, discount, tax.
5. Save draft.
6. Send/share with vendor externally if needed.
7. Confirm when the order is placed.

Status idea

Draft → Confirmed → later converted / linked to bill (follow buttons on your screen).

C. Vendor bill (purchase invoice)

Where: Purchases → Bills

Steps

1. Create bill.
2. Select vendor.
3. Select warehouse that will receive goods.
4. Set bill date and vendor invoice number if the form has it.
5. Add lines matching what you received (qty and rate).
6. If you started from a PO, use convert / pull-lines when available so quantities match the order.
7. Save draft and match against the physical GRN / delivery challan.
8. Confirm when the bill is accepted.

Done when

• Bill status is Confirmed
• Inventory qty increased for those lines

D. Payment (money out)

Where: Purchases → Payments (never Sales → Receipts)

Steps

1. Create payment.
2. Select vendor.
3. Enter amount and date / mode.
4. Allocate against the open bill(s).
5. Save.
6. Re-open the bill — payment status should update.

Partial payments

Pay what left the bank. Allocate that amount. Pay the balance later with a second payment.

E. Daily purchase checklist

• Open POs reviewed
• Goods received matched to draft bills before confirm
• Confirmed bills have warehouse set
• Payments entered when bank balance actually left

Troubleshooting purchases

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