Purchase: a screen-by-screen guide

Every page of the Purchase module in DesiERP, what it is for, how to use it, and what to enter in each field.

The Purchase module covers buying from start to finish: asking for goods, getting quotes, ordering, receiving, booking the supplier's bill, returning goods and paying. Each document is saved as a Draft and moves stock or accounts only when it is completed. Supplier balances, ageing and performance are tracked alongside.

4 sections12 screens199 fields explained

Sourcing & Orders

Raise a purchase requisition, get quotes from several suppliers with a request for quotation, and place a purchase order. Goods receipts (GRN) then record what actually arrived, bring it into the receiving branch's stock with the rack or shelf and any lot, batch, serial and expiry details, and lead to the supplier bill.

Purchase Requisitions

Menu path: /purchase/requisitions

A purchase requisition is a request from inside the business for goods to be bought: what is needed, for which branch and by when. Staff raise it, and the buyer turns a confirmed requisition into a request for quotation (RFQ) or a purchase order.

How to use it

Click New Requisition. The Edit Details window opens first.
Choose the Document Type, write what the goods are Needed For, and pick the Branch (Deliver To), the Warehouse if the branch has more than one, the Priority, the Department and the dates. Click Apply.
In Items Needed, search and pick each item (or type a description), add a specification, quantity and unit. Enter an estimated rate only if you know it.
Click Save Draft to keep it as a draft, or Save and Confirm to confirm it straight away.
Open the requisition from the list. If your business has an approval rule for requisitions, it waits for approval; otherwise it is ready to order.
When it is ready to order, click Raise RFQ to ask several suppliers for prices, or Raise Purchase Order when you already know the supplier.

Fields on this screen (20)

Field	Type	What to enter
Header details – Document
Document TypeRequired	dropdown	What this document is, and the number series its requisition number comes from (set up under Masters > Document Types). The default type is selected first. It cannot be changed once the requisition has its number.
Document No.	text	Read-only. Shows the next free number of the chosen type; the number is given when you save.
Header details – What and Where
Needed ForRequired	text	What the goods are for, for example 'Packing material for October despatches'. Up to 200 characters.
Priority	dropdown	Low, Normal, High or Urgent. Starts at Normal and is shown as a coloured tag in the list.
Branch (Deliver To)Required	dropdown	The branch the goods are for. Starts at the branch you are working in. Changing it reloads the warehouse choices.
Warehouse	dropdown	Which store of the branch the goods are for. If the branch has one warehouse it is shown and filled in for you; if it has several you must pick one; if it has none, only the branch is recorded. A purchase order raised from this requisition starts with the same warehouse.
Header details – Who Is Asking
Asked By	dropdown	Filled in with your own login and cannot be changed. On an existing requisition it shows the person who raised it.
Department	dropdown	The department that needs the goods, chosen from Masters > Departments. It starts at the department on the employee record of the person asking; change it if the goods are for another department.
Header details – Currency
Currency	dropdown	The currency the estimated rates are in. Default INR. When you pick another currency, cost prices of items picked from the list are converted at the exchange rate.
Exchange rate (₹ per 1 unit)	number	Rupees per one unit of the chosen currency, for example 83.25. Needed only when the currency is not INR, and must be more than zero. It is filled in from the rate saved under Currencies & Rates for the date, or from a market rate when one is available; you can type over it.
Header details – Dates
Requisition DateRequired	date	Defaults to today. It cannot be in the future or more than a year ago.
Needed By	date	The date the goods must be in hand. Not before the requisition date and not more than two years after it.
Header details – Notes for the Buyer
Notes for the Buyer	textarea	Why it is needed, a supplier you would suggest, where it should be delivered. Up to 2000 characters.
Lines
Product / DescriptionRequired	lookup	Search and pick an item from your product list, or type a description for something not in the list. Picking a product fills in its HSN/SAC, unit and cost price as the estimated rate. At least one line is needed; up to 200 lines.
Specification	text	Size, grade, brand or other details. Up to 500 characters.
HSN/SAC	text	The HSN or SAC code, 4 to 8 digits. You can choose from your HSN master list; filled in automatically for a picked product.
QtyRequired	number	Quantity wanted, more than zero, up to 3 decimals. Use the + and − buttons or type it. Default 1.
UoM	dropdown	Unit of measure from your units list. Default PCS; filled from the product when one is picked.
Est. Rate (if known)	number	Optional expected cost per unit, at most two decimals. Leave it blank when the price is not known; the RFQ finds it.
Est. Value	number	Calculated: quantity × estimated rate.

Columns in the list

PR #DateNeeded byPurposeBranchRequested byItemsEst. valuePriorityOrdered asStatus

Filters and search

Search by number, purpose, department or itemStage: All, Draft, Waiting for approval, Rejected, Ready to order, Ordered, CancelledSummary tiles (Drafts, Waiting for approval, Ready to order, Ordered) — click one to show only that stageResult per page: 25, 50, 100 or 200

Buttons and actions

New RequisitionOpens a blank requisition form.

Download (Excel, CSV, PDF)Downloads the list as shown.

Save Draft / Save ChangesSaves the requisition as a draft. A draft can still be edited.

Save and ConfirmSaves and confirms in one step. If an approval rule applies, it is sent for approval instead; it stays saved either way.

EditChanges a draft requisition. Only drafts can be changed.

Confirm / Confirm AgainConfirms a draft so it is ready to be ordered, or sends it for approval when your business has an approval rule for requisitions. After a rejection, edit it and use Confirm Again.

Approve / RejectShown to an approver while it is waiting. Reject needs a reason, which is shown to the person who raised it; the requisition becomes a draft again.

Withdraw RequestShown to the person who raised it while it waits for approval. Takes it back; it stays a draft.

Raise RFQOpens a new request for quotation filled with the requisition's items. The requisition is marked Ordered when the RFQ is saved.

Raise Purchase OrderOpens a new purchase order filled with the requisition's items at their estimated rates. The requisition is marked Ordered when the order is saved.

Cancel requisitionUnder More. Cancels a draft or ready-to-order requisition; nothing more happens to it.

DeleteUnder More. Deletes a draft or cancelled requisition permanently. Needs Delete permission.

Good to know

Approval is needed only where your business has set an approval rule for purchase requisitions; otherwise Confirm makes it ready to order at once.

The view page shows how much of each item is in stock now, to help decide whether the purchase is really needed.

If an RFQ raised from a requisition is cancelled or deleted, the requisition goes back to Ready to order so it can be ordered another way.

Requests for Quotation

Menu path: /purchase/rfq

Ask several suppliers for prices on the same list of items, record or collect their quotes, compare them line by line and award a purchase order to the chosen supplier at the quoted rates. Used by the purchase team.

How to use it

Click New RFQ (or Raise RFQ from a confirmed requisition, which fills in the items).
In Edit Details, give a Title, pick the Branch, dates and tick the suppliers to ask. Add terms if needed and click Apply.
Add the items wanted with quantity and unit. A target rate is optional and is never shown to suppliers. Click Save.
Open the RFQ and click Send to Suppliers. Choose whether to email the suppliers or Send without emailing; each supplier gets its own quote link.
As quotes arrive, suppliers fill them in through their link, or you key in a quote received by phone, post or email with Enter Quote under Supplier Responses.
Compare the quotes in the Quote Comparison table; the lowest rate per item and the lowest total are marked in green.
Click Award Order, choose the supplier and a reason, then Award and Raise PO. A draft purchase order is created at the quoted rates.

Fields on this screen (33)

Field	Type	What to enter
Header details – Document
Document TypeRequired	dropdown	What this document is and the number series its RFQ number comes from (Masters > Document Types). Fixed once the RFQ has its number.
Document No.	text	Read-only. Shows the next free number of the chosen type; given when you save.
Header details – Request
TitleRequired	text	A short name for the request, for example 'Packaging material for October'. Up to 200 characters.
Branch (Deliver To)Required	dropdown	The branch the goods are to be delivered to. Starts at your current branch. The awarded purchase order delivers here.
Request DateRequired	date	Defaults to today.
Reply By	date	Last day for quotes; quotes are taken until the end of this day. Cannot be before the request date. Once it has passed, supplier links stop taking quotes until you give more time.
Header details – Suppliers to Ask
Filter suppliers	text	Type to narrow the supplier list by name, code or city.
Suppliers to AskRequired	checkbox	Tick each supplier to ask for a quote. At least one is needed. The list comes from your supplier master.
Header details – Currency
Currency	dropdown	The currency suppliers are asked to quote in. Default INR.
Exchange rate (₹ per 1 unit)	number	Rupees per one unit of the chosen currency, more than zero. Needed only for a currency other than INR; filled from Currencies & Rates or a market rate when available, and you can type over it.
Header details – Terms for the Suppliers
Terms for the Suppliers	textarea	Delivery terms, packing, payment expectations, quality standards. Shown to suppliers. Up to 2000 characters.
Lines
Product / DescriptionRequired	lookup	Search and pick an item from your product list, or type a description. Picking a product fills in its HSN/SAC and unit. At least one line is needed. Only items picked from the product list can go onto the awarded purchase order.
Specification	text	Size, grade, brand or other details for the supplier. Up to 500 characters.
HSN/SAC	text	HSN or SAC code; choose from your HSN master list. Filled automatically for a picked product.
QtyRequired	number	Quantity wanted, more than zero. Default 1.
UoM	dropdown	Unit of measure from your units list. Default PCS.
Target Rate	number	Optional price you expect to pay per unit. Kept for your own comparison and never shown to suppliers.
Target Value	number	Calculated: quantity × target rate.
Enter Supplier's Quote – Rates Quoted
Rate Quoted	number	Per-unit rate the supplier quoted, before GST, up to two decimals. Leave empty for an item the supplier cannot supply. At least one item must have a rate.
GST %Required	dropdown	GST rate on the quoted item: 0, 3, 5, 12, 18, 28 or 40%. Default 18%. The Amount (with GST) column and the quote summary update as you type.
Supplier's Note	text	Brand, pack size or other note against the item. Up to 300 characters.
Enter Supplier's Quote – Quote Details
Supplier's Quotation No.	text	The reference number printed on the supplier's quotation. Up to 60 characters.
Delivery In (days)	number	Delivery time in whole days, 0 to 365. On award, the purchase order's expected receipt date is set this many days from the award date.
Prices Valid Until	date	Date the prices hold until. Cannot be before the request date.
Payment Terms	text	The supplier's payment terms, for example '30 days credit'. On award, if this matches one of your payment terms it is used on the order; otherwise the supplier's own term or your default term is used and the wording is kept in the order remarks.
Remarks	textarea	Anything else the supplier said: freight, minimum order, packing, or why it declined. Up to 1000 characters.
Award the Order
Award toRequired	dropdown	Choose one supplier that has quoted. The lowest total is selected first and tagged. If the chosen supplier did not quote every item, only the items it quoted go on the purchase order.
Reason for the choice	textarea	Why this supplier was chosen, for example 'Lowest total with delivery in 5 days'. Kept on the request and not sent to any supplier. Up to 500 characters.
Email the result to the suppliers who quoted	checkbox	Shown only when email is set up. Ticked by default: the awarded supplier is told its quote is accepted, the others that the order went elsewhere.
Send to Suppliers / Email Suppliers
Suppliers to email	checkbox	On sending, every supplier with an email address is ticked; on a reminder, only those yet to answer. Suppliers with no email on file cannot be ticked.
Subject	text	Email subject, filled in for you. Up to 150 characters. Needed when emailing.
Message	textarea	Email text, filled in for you. {supplier} becomes each supplier's name, and each supplier's own link is added at the end. Up to 4000 characters.
Give More Time / Open Again
New reply-by dateRequired	date	A new last date for quotes, from today up to one year ahead. Saving it lets supplier links take quotes again; for a closed request it opens it again.

Columns in the list

RFQ #DateReply byTitleBranchItemsQuotes (quoted / asked)AwardedStatus

Filters and search

Search by RFQ number, title, supplier or POQuick filters: All, Draft, Out for quotes, Closed, Awarded, CancelledSummary tiles (Drafts, Out for quotes, Awarded) — click to filter; a fourth tile shows suppliers yet to quote

Buttons and actions

New RFQOpens a blank request for quotation.

Purchase OrdersGoes to the purchase order list.

Download (Excel, CSV, PDF)Downloads the list as shown.

Save / Save ChangesSaves the request as a draft. Only a draft can be edited.

EditChanges a draft request.

Send to SuppliersOpens the request to quotes (status Out for quotes). Send and Email emails each ticked supplier its own link; Send without emailing opens it without any email. Refused if the reply-by date has already passed.

Email SuppliersSends a reminder email, by default to suppliers who have not yet answered.

Enter Quote / Edit QuoteUnder Supplier Responses. Key in a quote received by phone, post or email, then Save Quote.

Supplier DeclinedOn the quote entry page. Records that the supplier declined; any rates entered for it are removed and the reason in Remarks is kept.

LinkShows the supplier's own quote link with a ready message, to copy or open in WhatsApp or your email app. Each supplier sees only its own quote.

Remove answerTakes a recorded answer off; the supplier goes back to waiting.

Award Order / AwardAwards the request to one supplier who quoted and raises a draft purchase order at its quoted rates and currency, delivered to the request's branch. The request becomes Awarded and takes no more quotes.

Close for quotesUnder Actions. Stops suppliers quoting or changing quotes. You can still award from a closed request.

Give more time / Open againUnder Actions. Sets a later reply-by date so supplier links take quotes again.

Cancel requestUnder Actions. Cancels a draft, open or closed request; supplier links stop taking quotes. An awarded request cannot be cancelled — void its purchase order instead.

DeleteUnder Actions. Deletes a draft or cancelled request permanently. Needs Delete permission.

Good to know

Emailing suppliers needs email sending to be set up under Settings > Email Sending. Without it you can still send the request without emailing and share each supplier's link yourself.

Supplier quote links work only when DesiERP is reached at a public web address; a link that starts with a local address opens only on your own computer.

An award is refused for items typed in words that are not in your product list. Add them under Products first, or raise the purchase order by hand.

The comparison shows rates per unit and amounts including GST; the lowest rate for each item is marked green.

Purchase Orders

Menu path: /purchase/orders

A purchase order (PO) is the order you place with a supplier: what you are buying, at what rate and GST, and which branch it is delivered to. Goods are received against a completed PO with a goods receipt (GRN), then billed and paid.

How to use it

Click New Purchase Order. The Edit Details window opens first.
Pick the Supplier from the list, the Branch (Deliver To) and Warehouse, the Order Date, Expected Receipt and Payment Terms. Set the currency if it is not INR, add remarks and click Apply.
In Line Items, search and pick each product. Its SKU, HSN/SAC, unit and cost price fill in; check the quantity, rate and Tax %.
Click Save. The order is saved as a Draft and opens its view page.
When it is final, choose Actions > Complete. If an approval rule applies, it is sent for approval first.
Print, download a PDF or Email it to the supplier. Receive the goods against it from Goods Receipts (GRN).

Fields on this screen (21)

Field	Type	What to enter
Header details – Document
Document TypeRequired	dropdown	What this document is and the number series its PO number comes from (Masters > Document Types). Fixed once the order has its number.
Document No.	text	Read-only. Shows the next free number of the chosen type; given when you save.
Header details – Supplier
SupplierRequired	lookup	Search or open the list and pick the supplier (code, name, contact, phone, city, GSTIN are shown). Typing a name without picking from the list is not accepted. If the supplier has no GSTIN (unregistered), a note appears and every line's GST is set to 0% and locked. A supplier set up with its own currency brings that currency with it.
Branch (Deliver To)Required	dropdown	The branch the goods are delivered to. Starts at your current branch and is shown on every line.
Warehouse	dropdown	Which warehouse of the branch the supplier delivers to. One warehouse is filled in for you; with several you must pick one; with none, only the branch is recorded. The goods receipt against this order starts from the same warehouse.
Header details – Dates & Terms
Order DateRequired	date	Defaults to today.
Expected Receipt	date	When you expect the goods. Cannot be before the order date.
Payment TermsRequired	lookup	Pick one of your payment terms from Masters > Payment Terms. Your default term is filled in. Up to 60 characters.
Header details – Currency
Currency	dropdown	The currency the order is priced in. Default INR. Prices typed in another currency are also kept in rupees at the exchange rate.
Exchange rate (₹ per 1 unit)	number	Rupees per one unit of the chosen currency, more than zero. Needed only for a currency other than INR; filled from Currencies & Rates or a market rate when available, and you can type over it.
Header details – Terms & Conditions / Remarks
Terms & Conditions / Remarks	textarea	Terms or remarks to show on the order. Up to 1000 characters.
Lines
Product / DescriptionRequired	lookup	Search and pick a product from your product list; every line must be a product from the list. Picking it fills SKU, HSN/SAC, unit and cost price as the rate. You can pick several products at once. At least one line is needed.
BranchRequired	text	Shown, not typed: each line takes the branch chosen in Edit Details.
SKU	text	Read-only, from the product master.
HSN/SAC	text	HSN or SAC code; filled from the product, can be changed. Up to 20 characters.
QtyRequired	number	Quantity ordered, more than zero. Default 1.
UoM	text	Unit of measure. Default PCS; filled from the product. Up to 10 characters.
Rate	number	Price per unit before tax, in the order's currency. Cannot be negative. Filled from the product's cost price.
Tax %	dropdown	GST rate: 0, 5, 12, 18 or 28%. Default 18%. Locked at 0% for a supplier with no GSTIN.
Tax Amt	number	Calculated GST on the line.
Amount	number	Calculated line total including tax. The Order Summary below shows items, quantity, subtotal, tax and grand total.

Columns in the list

BranchPO No.SupplierDoc TypeOrder DateExpectedItemsGrand TotalDelivery StatusInvoice StatusDoc StatusActions

Filters and search

View: Needs attention (drafts, and orders still to be received or billed) or All ordersAll orders period: 30 days, 90 days, 1 year or EverythingSearch any order by PO number or supplier (searches every order, whatever its age or status)Result per page: 25, 50, 100 or 200

Buttons and actions

New Purchase OrderOpens a blank purchase order form.

Export (Excel, CSV, PDF)Downloads the list as shown.

Expand rowShows the order's lines with ordered, received and invoiced quantities, rate, tax and totals.

View / Edit / Print / Void (row menu)Opens, edits (drafts only), prints or voids the order.

Void selectedVoids the ticked orders. Needs Delete permission.

Save / Save ChangesSaves the order as a Draft. A PO does not move stock; stock moves only when goods are received on a GRN.

EditChanges a draft order; on the view page each line also has its own edit button. A completed order must be re-activated first.

CompleteUnder Actions. Confirms a draft order so goods can be received against it (GRN). If an approval rule applies, it is sent for approval first.

Re-ActivateUnder Actions. Turns a completed order back to Draft so it can be edited.

VoidUnder Actions. Cancels a draft or completed order; it no longer counts towards your orders. Not allowed while a goods receipt stands against it or once goods have been received — void the GRN first. A void order is final.

Print / Download PDFOpens the order as an A4 document to print, or downloads it as a PDF.

EmailEmails the purchase order to the supplier with the PDF attached.

Good to know

Emailing the order needs email sending to be set up in Settings.

The view page lists the goods receipts raised against the order, with received and invoiced values.

An order raised from a requisition marks that requisition as Ordered when it is saved; an order awarded from an RFQ starts as a Draft at the quoted rates.

Where an approval rule holds changes, an order waiting for approval cannot be edited or printed until it is decided.

Goods Receipts (GRN)

Menu path: /purchase/grn

Records the goods that actually arrived from a supplier, either against a completed purchase order or without one. Stores and purchase staff use it to put received stock into a branch, with the locator (rack or shelf) and any lot, batch, serial and expiry details, and then to raise the supplier bill from the receipt.

How to use it

Click New Goods Receipt. Pick a completed purchase order that still has quantity pending and click Receive, or click Receive without a PO for goods that came without an order.
Check the header (GRN date, receiving branch, warehouse) under Edit Details. Against an order the branch is taken from the order; without an order, choose the supplier and branch here.
Click Add Lines and tick the order lines that arrived (or Add Line and search the item when there is no order).
Enter Receive Now for each line. Lower it for a partial delivery.
Choose the Locator on each line if the warehouse has racks or shelves set up.
Click Add (or Required) under Attributes to enter lot, batch, serial, manufacturing and expiry details. Products set up for batch, serial or expiry tracking must have these filled.
Click Save. The receipt is saved as a Draft; open it and use Actions > Complete to bring the goods into stock.
When the supplier's invoice arrives, click Generate AP Invoice on the completed receipt (or tick several receipts on the list and click Bill selected).

Fields on this screen (30)

Field	Type	What to enter
Receive goods (purchase order picker)
Search branch, PO number, supplier code, name or address	text	Narrows the list of purchase orders that are ready to receive. Only completed purchase orders with quantity still pending are listed.
Purchase order (select)	dropdown	Pick one order row and click Receive (or double-click the row). The list shows Branch, PO No, PO Date, Supplier Code, Supplier Name, Supplier Address, Total Ordered Qty and Total Pending Qty.
Document
Document TypeRequired	dropdown	The kind of goods receipt and the number series its GRN number comes from. The default type is selected first. It cannot be changed once the receipt has its number.
Document No.	text	Read-only. Shows the next free number of the chosen document type; the number is given when you save.
Receipt Info
GRN No	text	Read-only. Shown as Auto-generated; the GRN number is given on save.
SupplierRequired	lookup	Only for a receipt without a purchase order. Search or pick the supplier the goods came from (the list shows Name, Code, City and GSTIN). Against an order the supplier comes from the order and is shown read-only.
GRN DateRequired	date	The date the goods were received. Defaults to today. Manufacturing dates cannot be after this date, and goods already expired on this date are not accepted.
Logistics & Partners
Linked PO	text	Read-only. The purchase order this receipt is against.
Supplier	text	Read-only on a receipt against an order. The supplier named on the purchase order.
Receiving BranchRequired	dropdown	The branch whose stock goes up. Against a purchase order it is the order's branch and cannot be changed; without an order you choose it (defaults to your active branch).
Warehouse	dropdown	The warehouse of the branch the goods come into. If the branch has only one warehouse it is shown and used automatically; if it has several you must pick one; if it has none, only the branch is recorded. Changing it refills the Locator choices on the lines.
Notes
Notes	textarea	Internal notes such as the driver, condition of the goods or packaging.
Add lines from purchase order
Line selection (tick boxes)	checkbox	Tick the pending order lines you are receiving and click Add Lines. The list shows Product, HSN/SAC, UoM, Ordered, Already Received and Pending, and tags products that need Batch, Serial or Expiry details. Lines already on the receipt are marked Added.
Lines
ProductRequired	lookup	Against an order, the item from the order line (fixed). Without an order, search the item that arrived; its HSN and cost price are filled in from the item master, and its batch, serial or expiry settings decide which attributes are required.
BranchRequired	text	Read-only. Every line carries the receiving branch from the header.
HSN/SAC	text	Read-only. The HSN or SAC code of the item.
Rate	number	Only on a receipt without a purchase order. What the supplier is charging per unit; filled from the item's cost price and used when the bill is raised from this receipt.
Ordered	number	Read-only, receipts against an order only. The quantity on the purchase order line.
Already Received	number	Read-only, receipts against an order only. Quantity received on earlier receipts.
Pending	number	Read-only, receipts against an order only. Quantity still to come on the order line.
Receive NowRequired	number	How many arrived. Against an order it starts at the pending quantity and cannot go above it; lower it for a partial receipt. Once attribute rows are entered, this is set from their total and locked.
Locator	dropdown	The rack, bin or shelf in the chosen warehouse where this line is put away. Shown automatically when the warehouse has only one locator, and left blank when it has none.
Attributes	text	Opens the Attributes window for the line. The button reads Required (highlighted) when the product needs batch, serial or expiry details, and shows the number of sets once entered, with short chips under the item name.
Attributes
QtyRequired	number	Quantity in this lot, batch or expiry group. Must be above 0. A row with a serial number must have a quantity of exactly 1. The rows together cannot exceed the pending quantity on the order line.
Lot No	text	The supplier's or your own lot number (up to 60 characters). Each row needs at least one attribute filled.
Batch No	text	Batch number (up to 60 characters). Required when the product is set up for batch tracking.
Serial No	text	Serial number for one unit (up to 80 characters). Required when the product is serial tracked. The same serial cannot be entered twice, and a serial already in stock stops the receipt from being completed. Use Paste serial numbers to create one row per serial at once.
Mfg Date	date	Manufacturing date. Cannot be after the GRN date or after the expiry date.
Expiry Date	date	Expiry date. Required when the product is perishable. Cannot be before the manufacturing date or before the GRN date.
Paste or type serial numbers — one per line	textarea	Shown for serial-tracked products after clicking Paste serial numbers. Each serial becomes a row of quantity 1, copying the lot, batch and dates of the first row; duplicates are skipped.

Columns in the list

BranchGRN No.SupplierPO RefDoc TypeGRN DateItemsInvoice StatusDoc StatusActions

Filters and search

Search box: GRN no., supplier, POAdvanced Filters: Branch, GRN No., Doc Status (Draft, Completed, Voided), Supplier, PO Ref, Invoice Status (Invoiced, Pending), GRN Date between two datesClick a column heading (GRN No., Supplier, GRN Date, Items, Invoice Status, Doc Status) to sortExpand a row to see its line items: Product, SKU, UoM, Qty Ordered, Qty Received, Qty Invoiced

Buttons and actions

New Goods ReceiptOpens the purchase order picker to receive against an order, or to receive without one.

Receive without a POOpens a blank receipt where you choose the supplier and key in the items and rates yourself.

ExportDownloads the list as Excel (.xls), CSV or PDF.

Bill selectedRaises one supplier bill for each ticked receipt. Receipts not yet completed or already billed are skipped and listed.

SaveSaves the receipt as a Draft with a new GRN number. A draft does not change stock.

EditOpens a draft receipt for changes. Only drafts can be edited.

CompletePuts the received quantities into stock at the receiving branch, with their lot, batch, serial and expiry details, updates the received quantity on the purchase order and posts the goods value to the accounts. Not allowed if the order is no longer completed or another receipt has already used up the pending quantity.

Generate AP InvoiceOn a completed receipt not yet billed: asks for the bill date (the supplier invoice date, defaulting to the GRN date) and creates a purchase bill for the received quantities, with tax from the order line or the item master and payment terms from the order. The receipt is marked Invoiced.

VoidA draft is simply cancelled with no stock change. A completed receipt has its stock reversed and the order quantity reopened. Not allowed once the receipt has been invoiced; reverse the bill first.

PostingsShows the accounting entries of the receipt. Available once the receipt is completed.

ViewOpens the receipt with its lines, locators, lot/batch/serial/expiry details per line and linked documents (purchase order and AP invoice).

Good to know

Saving only creates a Draft. Stock goes up only when you choose Actions > Complete.

Stock is held per branch. The locator chosen on a line records where in the warehouse the goods were put; it is recorded on receipts only.

A purchase order must be completed before goods can be received against it.

A receipt that has been invoiced cannot be voided until its purchase bill is reversed.

Billing

Purchase bills record the supplier's invoice with GST, optional TDS and due date, and track what is paid and what is still owed. Goods that go back to the supplier are recorded as purchase returns, and each completed return raises a debit memo against the supplier, with any refund recorded on it.

Purchase Bills

Menu path: /purchase/list

Lists and records supplier invoices (AP invoices) so you know what you owe each supplier, when it is due and how much is paid. Accounts and purchase staff use it to key in a supplier bill, deduct TDS, and track balances; bills raised from goods receipts also appear here.

How to use it

Click New Purchase Bill. The header window opens first.
Pick the Supplier and the Branch (Billed To), then fill the Supplier Invoice No, Bill Date and Payment Terms; the Due Date follows the terms.
Check the TDS section and rate (filled from the supplier's own setting) and, if the supplier bills in another currency, the currency and exchange rate. Click Apply.
Add the bill lines: type in the product search and press Enter, click Browse to pick several, or Add custom item and search the product in the row.
Check Qty, Rate and Tax % on each line. The totals, TDS and net payable update as you type.
Click Record Bill. You are taken to the saved bill.
From the bill page, use Actions > Complete when it is final, and pay it from Pay Supplier.

Fields on this screen (30)

Field	Type	What to enter
Document
Document TypeRequired	dropdown	The kind of purchase bill and the number series its bill number comes from. Fixed once the bill has its number.
Document No.	text	Read-only. The next free number of the chosen type; the bill number is given when you save.
Supplier
SupplierRequired	lookup	Search or pick the supplier (the list shows Name, Code, City and GSTIN). Picking a supplier fills the TDS section and rate from the supplier's setting and switches the bill to the supplier's own currency if one is set. If the supplier has no GSTIN, a warning shows and every Tax % is locked to 0.
Branch (Billed To)Required	dropdown	The branch the bill is for. Defaults to your active branch and is copied to every line. Together with the supplier's state it decides whether GST is split as CGST and SGST or charged as IGST.
Supplier Invoice
Supplier Invoice No	text	The invoice number as printed on the supplier's invoice (up to 60 characters).
Bill DateRequired	date	The supplier invoice date. Defaults to today.
Payment TermsRequired	lookup	Pick from the list (Due on Receipt, Advance / Prepaid, 50% Advance, COD, Net 7, Net 15, Net 30, Net 45, Net 60, Net 90, End of Month) or type your own. Net terms and End of Month set the Due Date automatically.
Due Date	date	When the bill must be paid. Filled from the payment terms (or 30 days after the bill date by default); you can change it. Bills past this date show as overdue.
Payment Type	dropdown	CREDIT (default), CASH, UPI or BANK. Recorded on the bill; record the actual payment from Pay Supplier.
Currency
Currency	dropdown	INR by default. Choose another currency to enter the bill in it; the books keep the rupee value at the exchange rate. Fixed once the bill is recorded.
Exchange rate (₹ per 1 unit)	number	Rupees per one unit of the chosen currency. Filled from the latest rate on or before the bill date under Masters > Currencies & Rates; type over it to use the supplier's or your bank's rate. Required when a foreign currency is chosen.
TDS (tax deducted at source)
TDS section	dropdown	None, 194C (contractors), 194J (professional or technical fees), 194H (commission or brokerage), 194I (rent), 194A (interest), 194Q (purchase of goods above the limit) or 194O (e-commerce participants). Filled from the supplier's setting; change it for this bill only. Choosing a section brings its usual rate. Fixed once the bill is recorded.
TDS rate %	number	Percentage from 0 to 100. TDS is worked out on the taxable value (before GST) and held back from what the supplier is paid. If the supplier has no PAN, the supplier's rate shown is 20% or the section rate, whichever is higher. If the supplier has a threshold and the taxable value is below it, no TDS is deducted. A rate above 0 needs a section.
Bill items
Search products by name or SKU	text	Type part of a product name or SKU and press Enter to add a line for the first match.
Lines
SKU	text	Read-only. Filled from the product.
Product / descriptionRequired	lookup	Search and pick the product (the list shows Product, SKU, Cost Price, HSN/SAC and Tax %). Picking fills SKU, HSN, Rate (cost price) and Tax %. The same product cannot be on two lines.
HSN	text	Read-only. The product's HSN code.
BranchRequired	text	Read-only. Inherited from the header branch.
QtyRequired	number	Quantity billed. Must be above 0 for the line to be saved.
Rate	number	Price per unit, in the bill's currency. Filled from the product's cost price (converted at the exchange rate for a foreign-currency bill).
Tax %	dropdown	GST rate: 0, 5, 12, 18 or 28% (plus any other rate used on your products). Filled from the product; new lines copy the rate of the line above. Locked to 0 when the supplier is not GST registered.
Tax Amt	number	Calculated: Qty × Rate × Tax %.
Total	number	Calculated: taxable value plus tax for the line.
Notes
Internal note	textarea	A note visible only inside your team.
Bill Summary
Subtotal / Tax / Grand total	number	Calculated from the lines. The totals are worked out again when the bill is saved.
TDS deducted / Net payable to supplier	number	Shown when TDS applies: the TDS amount and the grand total less TDS, which is what the supplier is actually paid.
In rupees	number	Shown for a foreign-currency bill: the grand total converted at the exchange rate.
Early-payment Discount (bill page)
DateRequired	date	The day the bill was settled. Must fall within the discount window of the payment term.
Discount (₹)Required	number	The discount taken. Suggested at the term's percentage and cannot exceed it or the balance.
Note	text	Optional note, for example how and when it was paid (up to 300 characters).

Columns in the list

BranchBill No.SupplierPO No.GRN No.Doc TypeBill DateDue DateItemsGrand TotalPaidBalanceDoc StatusActions

Filters and search

Search box: bill no., supplier, branch, invoice referenceAdvanced Filters: Bill No., Doc Status (Pending, Partially Paid, Paid, Completed, Closed, Cancelled), Branch, Supplier, PO No., GRN No., Bill Date between, Due Date between, Items between, Grand Total ₹ between, Balance ₹ betweenTag filter for bills that carry document tagsClick a column heading to sortExpand a row to see its lines (Product, Qty, Rate, Tax, Tax Amt, Line Total), the supplier invoice number, linked PO and GRN, and Subtotal, Tax, Grand Total, Paid and Balance

Buttons and actions

New Purchase BillOpens a blank bill form.

ExportDownloads the list as Excel (.xls), CSV or PDF.

Record BillSaves the bill with a number from the chosen document type and posts it to the accounts (purchases, input GST and supplier payable). For a stock item, the billed quantity is added to stock when the bill is keyed in directly; service items add no stock. Any TDS is recorded and counted as paid towards the bill.

Save ChangesSaves an edited bill: the old stock effect is taken back and the new lines applied, and the accounting entry is posted again. TDS and currency stay as first recorded.

EditOpens the bill for changes. Not available on Completed or Closed bills; re-activate them first.

CompleteMarks the bill Completed, making it read-only. Postings become viewable.

Re-ActivateTakes a Completed or Closed bill back to its payment status (Pending, Partially Paid or Paid) so it can be edited again.

DeleteRemoves the bill and takes back what it did: the stock it added (bills keyed in directly), the invoiced quantity on its purchase order, and its accounting entries. Not allowed on a Closed bill or when payments have been made against it; reverse the payments first. Several bills can be deleted together with Delete selected.

PostingsShows the accounting entries of the bill. Available once the bill is Completed or Closed.

Take discountShown when the bill's payment term offers an early-payment discount and there is a balance. Records the discount, which settles that much of the balance and is posted as a discount; the GST on the bill is unchanged. A recorded discount can be voided.

TagsAdd or remove tags on the bill from the bill page; tags show under the bill number on the list.

ViewOpens the bill with its line items, tax breakdown (CGST, SGST, IGST by rate, with vendor state and place of supply), payments, linked purchase order and goods receipt, and a link to supplier outstanding.

Good to know

Each line must have a product picked from the item list and a quantity above 0; rows without a product are not saved.

If the supplier has no GSTIN, no GST can be charged on the bill and the tax cells are locked to 0.

Bills raised from a goods receipt do not add stock again; the stock came in when the receipt was completed.

The Doc Status column shows an E-way tag when an e-way bill has been generated for the bill. E-way bills need the e-way bill setup to be completed in Settings.

Purchase Return

Menu path: /purchase/returns

Records goods sent back to a supplier (Return to Vendor, RTV) against a purchase order whose goods have been received. Each completed return takes the goods out of the branch's stock and raises a debit note against the supplier.

How to use it

Click New Return. In the window, search and select the purchase order the goods came in on, then click Return Goods (or double-click the row).
The Header Details window opens. Choose the Document Type, check the Return Date, pick a Reason, the Return From Branch and, if asked, the Warehouse, add Remarks and click Apply Details.
Click Add Lines, tick the received purchase order lines you are sending back and click Add Lines.
On each line enter the Return Qty (it starts at the received quantity and cannot go above it) and choose the Locator if one is offered.
For products tracked by batch, serial or expiry, click Required (Lots) on the line and enter how many of each lot go back, then click Apply.
Click Save. The return is saved as a Draft; nothing moves yet.
Open the return and use Actions > Complete to send the goods back and post the debit note.
When the supplier refunds the money, click Record Refund on the completed return.

Fields on this screen (29)

Field	Type	What to enter
Select Purchase Order to return against
Search branch, PO number, supplier code, name or address	text	Narrows the list of purchase orders that have received goods which can still be returned. The list shows Branch, PO No, PO Date, Supplier Code, Supplier Name, Supplier Address, Received Qty and Already Returned.
Purchase order (select)Required	dropdown	Pick the one purchase order the goods came in on. Only completed purchase orders can be returned against. If no order has received goods, the window says so.
Document
Document TypeRequired	dropdown	What this return is, and the number series its number comes from. The default type is selected first. It is fixed once the document has its number.
Document No.	text	Read-only. Shows the next free number of the chosen type; the number is given when you save.
Return Info
Return No	text	Read-only. Shown as Auto-generated until the return is saved.
Return DateRequired	date	The date the goods go back. Defaults to today and cannot be in the future.
Reason	dropdown	Why the goods are going back: DAMAGED, EXPIRED, WRONG ITEM, QUALITY ISSUE, EXCESS STOCK or SHORT SHELF LIFE. Shown on the list and the debit note.
Purchase Order & Branch
Against PO	text	Read-only. The purchase order chosen in the first step.
Supplier	text	Read-only. The supplier of that purchase order; the goods are returned to them.
Return From BranchRequired	dropdown	The branch whose stock goes down. Changing the branch clears any lots already picked, because lots are held per branch.
Warehouse	dropdown	Which warehouse of that branch the goods leave from. If the branch has one warehouse it is shown and used automatically; if it has several you pick one; if it has none, only the branch is recorded.
Remarks
Remarks	textarea	What is wrong with the goods, who is collecting them and so on. Up to 1000 characters.
Add lines from purchase order
Line selection (tick boxes)	checkbox	Tick the received purchase order lines you are sending back. The list shows Product, SKU, UoM, Ordered, Received, Already Returned and Rate, and tags items tracked by Batch, Serial or Expiry. Lines already on the return are marked Added.
Lines
Product	text	Read-only. The item from the purchase order line.
SKU	text	Read-only. The item's SKU.
HSN/SAC	text	Read-only. The HSN or SAC code from the order line or the item.
UoM	text	Read-only. Unit of measure.
Received	number	Read-only. Quantity received on this purchase order line.
Return QtyRequired	number	How many units go back. Starts at the received quantity and cannot be more than that. At least one line must have a quantity above zero.
Rate	number	Read-only. The purchase order rate.
GST %	number	Read-only. The order line's GST rate. It shows 0% when the supplier has no GSTIN, because no GST was chargeable on the purchase.
GST Amt	number	Worked out as quantity × rate × GST %.
Amount	number	Line value including GST.
Locator	dropdown	The rack or shelf of the warehouse the goods are taken from. Offered only when the chosen warehouse has locators; with one locator it is filled in automatically.
Lots	lookup	Opens the Lots window. Shows Required for items tracked by batch, serial or expiry; those lines cannot be saved without picking lots.
Lots
Return Qty (per lot)	number	In the Lots window, one row per lot of the item in stock at the branch, with Lot No, Batch No, Serial No, Mfg Date, Expiry Date and In Stock. Enter how many units of each lot go back. A lot cannot give more than it holds, and the lots together cannot be more than was received on the order line.
Record Vendor Refund
Amount (₹)Required	number	The refund received from the supplier against the debit note. Defaults to the return value. It must be above zero and cannot exceed what is left of the debit note after any part was set against the supplier's bill.
Mode	dropdown	Cash or Bank: where the refund money came in.
Refund Date	date	Date of the refund. Defaults to today.

Columns in the list

BranchRTV No.SupplierAgainst POReasonRTV DateLinesValueStatusActions

Filters and search

Search box: RTV no., supplier, PO, reasonAdvanced Filters: RTV No., Status (Draft, Completed, Voided), Branch, Supplier, Against PO, Reason, RTV Date between, Lines between, Value ₹ betweenExpand a row (arrow) to see its return lines with subtotal, GST and return value

Buttons and actions

New ReturnOpens the purchase order picker to start a return against received goods.

ExportDownloads the list as Excel (.xls), CSV or PDF.

View / Edit / Print debit note (row menu)Opens the return, edits a draft, or opens the printable debit note.

SaveSaves the return as a Draft. No stock or accounts change until it is completed.

CompleteTakes the quantity out of stock at the branch, makes those purchase order lines pending again for a replacement, and posts the debit note to the supplier's account. Needs enough stock of each item; if an approval rule applies, the return waits for approval first.

Re-ActivateOn a completed return: brings the stock back, marks the order lines received again, reverses the debit note and returns the document to Draft so it can be changed. Not allowed once a refund is recorded.

VoidOn a draft: cancels it. On a completed return: brings the stock back, marks the order lines received again and reverses the debit note. Cannot be undone.

Record RefundOn a completed return whose debit note is posted: records the supplier's refund in Cash or Bank against the supplier's account. Only one refund per return.

Debit NoteOpens the debit memo created by the completed return.

PostingsShows the accounting entries of a completed return.

Print / PDFOpens or downloads the return as a debit note on your letterhead, with HSN, GST summary and amount in words.

Good to know

Only goods received on a completed purchase order can be returned; complete a goods receipt first.

GST on the return follows the supplier: CGST + SGST within the state, IGST across states, and none when the supplier has no GSTIN.

Lots are per branch: change the branch and you have to pick the lots again.

Returns made on the older return screen (not against purchase order lines) cannot be re-activated or voided.

Debit Memos

Menu path: /purchase/debit-memos

Lists the supplier debit notes raised by completed purchase returns, and lets you record the supplier's refund against each one. Accounts staff use it to see what suppliers owe back.

How to use it

Open Debit Memos. Each completed purchase return appears here as a debit memo; drafts are counted in a note at the top with a link to Purchase Returns.
Use Search or Advanced Filters to find a memo, and expand a row to see its items.
Click the memo number to open it. The Overview tab shows the details, items and linked GRN, purchase order and bill.
Open the GL Posting tab to see the accounting entry of the memo.
When the supplier pays the money back, open the Vendor Refund tab, enter the Amount, Mode and Refund Date and click Record Refund.
To raise a new memo, click New Debit Memo and pick the purchase order to return goods against; this starts a purchase return.

Fields on this screen (3)

Field	Type	What to enter
Vendor Refund
Amount (₹)Required	number	The refund received. Defaults to the memo's grand total and cannot be more than it. It must be above zero, and cannot exceed what is left after any part of the memo was set against the supplier's bill.
Mode	dropdown	Cash or Bank.
Refund Date	date	Date the refund was received.

Columns in the list

BranchMemo No.SupplierDoc TypeDateAgainst Bill / POReasonItemsTaxableTaxGrand TotalStatusActions

Filters and search

Search box: memo no., supplier, bill / PO, branchAdvanced Filters: Memo No., Status, Branch, Supplier, Against Bill / PO, Reason, Date between, Items between, Grand Total ₹ betweenExpand a row to see its items and links to the PO, GRN and purchase return

Buttons and actions

New Debit MemoOpens the purchase order picker; a debit memo is raised by returning goods against a purchase order.

ExportDownloads the list as Excel (.xls), CSV or PDF.

View Memo (row menu)Opens the debit memo with its Overview, GL Posting and Vendor Refund tabs.

Open Purchase Return (row menu)Opens the purchase return behind the memo.

Print debit note (row menu) / Print / PDFOpens or downloads the printable debit note.

Return docOn the memo page: opens the purchase return.

Record RefundRecords the supplier's refund in Cash or Bank against the supplier's account. Shows Refund Recorded once done; only one refund per memo.

Good to know

A memo appears only after its purchase return is completed; a draft return debits nobody.

The memo's accounting entry reduces what you owe the supplier and reverses the GST input on the returned goods.

The KPI boxes show how many memos are refunded and how many are still waiting for a refund.

Payables

Pay suppliers against one or many bills, in full or in part, with advances when needed. Supplier Outstanding shows unpaid bills by age, and the Supplier Ledger gives each supplier's statement with a running balance.

Pay Supplier

Menu path: /suppliers/pay/list

Records payments made to suppliers against their purchase bills: one payment can clear one or many bills, in full or in part, and can also carry an advance. Accounts staff use it to settle payables and keep bill balances up to date.

How to use it

Click New Supplier Payment (or Pay this bill from Supplier Outstanding, which opens the form with that bill ticked).
Choose the Supplier. Their open bills load in the Open Bills table, oldest due first.
Check the Payment Date, Paid From Branch and Payment Method, choose the bank under Paid from, and enter the Reference No (UTR, transaction or cheque number).
Tick a bill to pay it in full, type a part amount in Pay Now, or type a total in Amount to pay and click Auto-allocate to spread it over the oldest bills first.
Optionally enter an Advance / on account amount, or tick Pay these bills from the advance to use money already paid to the supplier.
Click Save. The payment is saved as a Draft; bills are not paid yet.
Open the payment and use Actions > Complete to apply it to the bills and post it to the accounts.

Fields on this screen (22)

Field	Type	What to enter
Payment Details
Document TypeRequired	dropdown	What this payment is, and the number series its payment number comes from. The default type is selected first; fixed once the payment has its number.
Document No.	text	Read-only. The next free number of the chosen type; given when you save.
SupplierRequired	lookup	Search or pick the supplier you are paying (the list shows Code, Supplier, Contact Person, Phone, City and GSTIN). Choosing one loads their open bills and shows their advance on account.
Payment DateRequired	date	The date the money was paid. Defaults to today and cannot be in the future.
Paid From BranchRequired	dropdown	The branch making the payment.
Payment MethodRequired	dropdown	How the payment was made: Bank Transfer, Cheque, UPI, Cash, PhonePe, Google Pay, Paytm or Card. This only records the method; no money is sent from the app.
Paid from	dropdown	The company bank account the money leaves. Shown only when bank accounts are set up for the company; the primary account is selected by default. A cash payment comes out of cash in hand and names no bank.
Reference NoRequired	text	UTR, transaction or cheque number. Required for every method except Cash, where it is optional. Up to 100 characters.
Note	text	Optional remarks, up to 1000 characters.
Open Bills
Amount to pay	number	Type the total you are paying and click Auto-allocate: the amount is spread over the bills, oldest due first. Anything above the total open amount is left unallocated with a warning.
Lines
Pay (tick box)	checkbox	Tick to pay the bill's whole open amount. The header tick box pays every bill in full.
Bill No	text	Read-only. The purchase bill number.
Bill Date	date	Read-only.
Due Date	date	Read-only. Shows how many days overdue the bill is, if any.
Supplier Inv. No	text	Read-only. The supplier's own invoice number on the bill.
Bill Total	number	Read-only.
Paid So Far	number	Read-only. Payments already applied to the bill.
Open Amount	number	Read-only. What is still owed on the bill.
Pay Now	number	The amount of this payment applied to the bill. Cannot be more than the open amount.
Balance After	number	Read-only. What will remain open on the bill after this payment.
Payment Summary
Advance / on account	number	Money paid to the supplier ahead of bills. It is added to this payment and kept on the supplier's account for later bills. Cannot be combined with paying from the advance.
Pay these bills from the advance (no cash or bank)	checkbox	Settles the ticked bills out of the supplier's existing advance instead of new money. Available only when the supplier has an advance, and only up to that amount.

Columns in the list

BranchPayment No.SupplierPayment DateBillsModeReferenceAmount PaidOpen BalanceStatusActions

Filters and search

Search box: payment no., supplier, bill no., referenceAdvanced Filters: Payment No., Bill No., Branch, Supplier, Mode, Status (Draft, Completed, Voided), Reference, Payment Date between, Amount ₹ between, Open Balance ₹ betweenExpand a row to see the bills it paid: Bill No., Bill Date, Due Date, Supplier Inv., Bill Total, Paid (all), This Payment and Open Now

Buttons and actions

New Supplier PaymentOpens a blank payment form.

ExportDownloads the list as Excel (.xls), CSV or PDF.

View (row menu)Opens the payment.

SaveSaves the payment as a Draft with its number. Bills are paid only when it is completed.

EditChanges a draft payment.

CompleteApplies the amounts to the bills (each becomes Paid or Partially Paid) and posts the payment to the accounts: supplier account debited, cash or the chosen bank credited. A payment from the advance moves no money. If an approval rule applies, it waits for approval first.

Re-ActivateOn a completed payment: takes it off the bills (they become open again), reverses the accounting entry and returns it to Draft.

VoidCancels a draft, or on a completed payment takes it off the bills and reverses the accounting entry. Cannot be undone.

PostingsShows the accounting entries of a completed payment.

Good to know

Closed bills and fully paid bills are not offered for payment; re-activate a closed bill before paying it.

Every bill on one payment must belong to the selected supplier.

The form explains under each field what needs fixing before it can be saved.

Supplier Outstanding

Menu path: /suppliers/outstanding

Shows every unpaid or partly paid purchase bill with its age, so you can see what you owe each supplier and pay the oldest first.

How to use it

Look at the boxes at the top: total payable and the amounts 0–30, 31–60, 61–90 and 90+ days old. Click a box to show only those bills.
Use the quick filters or pick a supplier in Any supplier to narrow the list.
Use Search or Advanced Filters for a bill number, category, status, dates, balance or age.
From a row's menu, click View bill to open it or Pay this bill to open the payment form with the bill ticked.
To remind or inform suppliers, tick bills and click Send WhatsApp notes, or use WhatsApp note on one row.

Fields on this screen (2)

Field	Type	What to enter
Quick filters
Age (All bills, 0–30 days, 31–60, 61–90, 90+ days)	toggle	Shows only bills of that age. Age is counted in days from the bill date.
Any supplier	lookup	Shows only the bills of the chosen supplier.

Columns in the list

Bill No.DateSupplierCategoryMobileTotalPaidBalanceDue DateAge (days)StatusLast PaymentActions

Filters and search

Search box: bill no., supplier, mobileQuick filters: All bills, 0–30 days, 31–60, 61–90, 90+ days; Any supplierAdvanced Filters: Bill No., Supplier, Category, Status (Pending / Partially Paid), Bill date between, Due date between, Balance between, Age in days betweenClicking an ageing box filters the list to that age band

Buttons and actions

DownloadDownloads the list as Excel (.xls), CSV or PDF.

Suppliers / PaymentsOpen the supplier list or the supplier payments list.

Pay SupplierOpens a new supplier payment.

View bill (row menu)Opens the purchase bill.

Pay this bill (row menu)Opens the payment form with this bill's supplier chosen and the bill ticked in full.

WhatsApp note (row menu) / Send WhatsApp notesPrepares one message per supplier listing the selected bills and opens WhatsApp with it for you to send; the note is logged against the supplier. Suppliers with no mobile number on file cannot be sent one.

Supplier nameOpens that supplier's ledger.

Good to know

WhatsApp notes open in your own WhatsApp; you send them from there, and the app does not confirm delivery.

When every bill is fully paid the list says there is nothing payable.

Supplier Ledger

Menu path: /suppliers/ledger

A party statement for suppliers: every purchase bill, payment and debit memo with a running balance, for all suppliers or one at a time.

How to use it

Open Supplier Ledger to see entries for all suppliers.
Type or pick a supplier in the Supplier box (or click a supplier's name in the list) to see only that supplier's statement; click All suppliers to go back.
Use Search or Advanced Filters to find entries by reference, type, date, amount or remarks.
Click a reference number to open the bill, payment or memo behind it.
Click Download to save the statement as Excel, CSV or PDF.

Fields on this screen (1)

Field	Type	What to enter
Toolbar
Supplier	lookup	Shows the statement of one supplier. Leave empty for all suppliers. The page also opens filtered when reached from a supplier name on Supplier Outstanding or Supplier Performance.

Columns in the list

SupplierDateReferenceTypeBill (Cr)Paid / Credited (Dr)BalanceRemarks

Filters and search

Supplier picker (one supplier or all)Search box: reference, remarksAdvanced Filters: Reference, Type (Bill / Payment / Debit Memo), Date between, Bill amount between, Paid amount between, Remarks

Buttons and actions

DownloadDownloads the statement as Excel (.xls), CSV or PDF.

OutstandingOpens Supplier Outstanding.

Pay SupplierOpens a new supplier payment.

All suppliersClears the supplier filter.

Good to know

Bills are credits (what you owe); payments and debit memos are debits (what reduces it).

The boxes at the top show amount billed by suppliers, amount paid and credited, net payable and the number of entries.

Suppliers

Bring new vendors on board by sending them a link to fill in their own business, tax and bank details, check those details and approve to create the supplier. Supplier Performance shows who you buy from most and how promptly they are paid.

Vendor Onboarding

Menu path: /purchase/vendor-onboarding

Lets you invite a new vendor to fill in its own business, tax and bank details and attach its PAN, GST and cheque papers through a private link. You review the details against automatic KYB/KYC checks and approve to create the supplier.

How to use it

Click Invite Vendor, enter the vendor's name and, if you have them, email and mobile, add a note and click Make Link.
In the Share window, copy the registration link or click WhatsApp or Email to send it with the message (you can edit the message).
Wait for the vendor to fill in the form. The application then shows To review.
Click Review to open it: read the KYB/KYC checks, the business and tax, contact and address, and bank details, and open each attached paper.
Click Approve to create the supplier, Ask for changes to send it back with a note, or Reject.
After approval, open the new supplier from the Supplier button.

Fields on this screen (8)

Field	Type	What to enter
Invite a vendor
Vendor nameRequired	text	The name you know the vendor by. Up to 200 characters.
Email	text	Optional. Used to fill the Email share button. Must be a valid email address.
Mobile	text	Optional 10-digit mobile number. Used to fill the WhatsApp share button.
Note to the vendor	textarea	Shown at the top of their form, for example why you need their details. Up to 1000 characters.
Share the link
Registration link	text	Read-only private link to the vendor's form, with a Copy button.
Message	textarea	The message sent with the link. Edit it freely; the link is added at the end.
Ask the vendor for changes
What should they change?Required	textarea	Shown at the top of the vendor's form. The same link opens the form again with what they entered. Up to 1000 characters.
Reject this application
Reason (kept here, not sent)	textarea	Your reason for rejecting, kept on the application. The vendor's link will say the registration is closed.

Columns in the list

NumberInvitedVendorGSTINPANChecksStatusActions

Filters and search

Search box: vendor, GSTIN, PAN, numberQuick filters: All, With the vendor, To review, Approved, RejectedClicking a status box at the top filters the list

Buttons and actions

Invite VendorCreates a registration number and a private link for the vendor.

ShareOn invited applications: opens the Share window with Copy, WhatsApp and Email.

Review / OpenOpens the vendor application.

DownloadDownloads the list as Excel (.xls), CSV or PDF.

Approve & create supplierOn a submitted application: creates the supplier master from the vendor's details. Refused if a supplier with the same GSTIN already exists. Asks for confirmation if any check failed.

Ask for changesSends the application back to the vendor with your note.

Run checks againRe-runs the KYB/KYC checks on the details.

RejectCloses the application; the vendor's link stops accepting the form.

DeleteDeletes an application that is not approved, with its papers. Approved applications stay as the record behind the supplier.

Good to know

The checks cover the GSTIN, the state in the GSTIN against the address, the PAN and whether it matches the GSTIN, whether the PAN type fits the business type, the IFSC and account number, the account holder against the legal name, the Udyam number, duplicates among your suppliers, and the papers attached.

Matching the vendor's name with the GST registry needs a GST lookup to be set up in Settings; without it, compare the name with the certificate yourself.

The vendor must attach the PAN card and a cancelled cheque or bank letter, and the GST certificate if a GSTIN is given; the Udyam certificate and other papers are optional.

WhatsApp and Email open your own WhatsApp or email app with the message; you send it from there.

Supplier Performance

Menu path: /suppliers/performance

Shows who you buy the most from, how promptly their bills are paid and where payables are ageing, with charts and a table per supplier.

How to use it

Read the boxes at the top: suppliers, total purchases, payable, bills received, paid on time %, repeat suppliers and blocked suppliers.
Look at the charts: top 5 suppliers by purchase value, payables by age, and purchases over the last 6 months.
Use Search or Advanced Filters on the supplier table.
Click a supplier's name to open their ledger.

Columns in the list

SupplierBillsPurchase ValuePayablePaid On TimeRatingStatusLast Bill

Filters and search

Search box: supplierAdvanced Filters: Supplier, Status (Active / Blocked), Bills between, Purchase value between, Payable between, Paid on time % between, Last bill between

Buttons and actions

DownloadDownloads the table as Excel (.xls), CSV or PDF.

Outstanding / Ledger / SuppliersOpen Supplier Outstanding, Supplier Ledger or the supplier list.

Good to know

A bill counts as paid on time when its last payment was on or before its due date, or when it is unpaid and the due date has not come yet.

The star rating is based on the supplier's on-time payment record.

Repeat suppliers are those with more than one bill; blocked suppliers are those marked inactive.

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