Purchase & Goods Received

Buying stock in: Purchase Quotation, Purchase Order, Goods Received, Purchase Invoice, and the two returns. The purchase invoice is also where new batches, serials, expiry dates and cost prices enter the system, and where supplier balances and input tax come from.

Plan. Purchase vouchers are an Advanced-plan feature; the purchase permission also has to be granted to the user.

Where it is in the app

POS page: Purchase menu - Purchase Invoice, Purchase Return, Purchase Quotation, Purchase Order, Goods Received, Goods Received Return. Dedicated shells name it for the trade: Material Purchase (gym, parking), Kitchen Purchases (restaurant), Parts Purchase (workshop), Purchase Bills (hospital), Purchase Invoice (jewellery, construction). Contractor bills in construction are purchase vouchers raised from a work order.

Document chain

flowchart TD
    PQ[Purchase Quotation
supplier's offer] -->|order| PO[Purchase Order]
    PO -->|goods arrive| GR[Goods Received
stock in · no bill yet]
    GR -->|bill arrives| PI[Purchase Invoice]
    PO -->|bill with goods| PI
    PI -->|return / shortage| PR[Purchase Return / Debit Note]
    GR -->|reject before bill| GRR[Goods Received Return]
    PI --> PO2[Payment Out]
    PI --> IT[Input tax in GST Reports]
    style PI fill:#d9f5ec,stroke:#20c997,stroke-width:2px

Goods Received moves stock without touching the supplier's account; the invoice does both when there was no GRN, or completes the GRN.

The purchase invoice screen

Supplier and their bill number and date (yours is generated).
Lines - item, quantity in the purchase unit, purchase rate, discount, scheme / free quantity, tax; batch number, manufacturing and expiry date, serial number for batch items; MRP and sale rate updates for the item if you choose; landed cost when freight is spread.
New piece intake for jewellery - weights, HUID and stones typed on the line create the piece.
Charges - freight, loading, and any deduction; TDS on the supplier where applicable; reverse charge.
Payment - paid now, part, or on credit with due days from the supplier record.
After save - cost price and stock update, supplier balance rises, input tax appears in GST reports; print barcodes for the new stock straight from the bill.

Bulk entry

The Invoice Extractor (SKS admin tool) can read a supplier's PDF / photo and pre-fill lines; Bulk Create under Master makes many items at once before a large first purchase.

When the bill and the goods disagree

flowchart TD
    A[Goods arrive with a supplier bill] --> B{Count and rate match the order?}
    B -->|yes| C[Purchase Invoice · stock in]
    B -->|short supply| D[Enter what actually arrived]
    B -->|rate is higher| E[Enter the billed rate
raise it with the supplier]
    B -->|damaged| F[Accept, then Purchase Return]
    D --> G[Order stays partly pending]
    E --> H[Debit note if they agree to correct it]
    F --> H
    H --> I[Supplier balance reduced]
    C & G & I --> J[Payables Ageing shows what is really owed]

Enter what arrived, not what was ordered — the debit note is how the difference gets settled without corrupting stock.

Settings & permissions

Settings > Transaction > Purchase - which documents exist, update sale rate / MRP from purchase, landed cost, default credit. Settings > Product Batch for batch / expiry / serial prompts. Permission: purchase, payment (for paying the supplier), modify / delete voucher.

Reports

Purchase Register, Pending Bills, Debit Notes / Credit Pending, Due Bills, Purchase by Product, Returns by Product, Supplierwise Purchase Value, Product Summary, Product Partywise Summary, Non-Transacting Suppliers, Supplier Statement, Payable Parties, Payables Ageing, GST Reports.