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🧾 Purchase Bills Overview
A Purchase Bill records an invoice received from a vendor for goods or services you have purchased. It tracks what you owe to your vendors, payment timelines, and your purchase expenses.
Navigate to Purchase Bills from the main menu to see all your bills.
Summary Cards
| Card | What It Shows |
|---|---|
| Total Bills | All bills — total count of all purchase bills |
| Draft | Not yet received — count of bills not yet received |
| Received | Items delivered — count of bills with items delivered |
| Unpaid / Overdue | Needs payment — count of bills that need payment |
| Paid | Settled — count of fully settled bills |
Search & Create
- Use the search bar at the top to filter by bill number, vendor, or reference
- Click + New Purchase Bill (top right) to create a new bill
Table Columns
| Column | Description |
|---|---|
| Bill # | Auto-generated bill number (e.g., BILL-2526-004) — clickable to open the view popup |
| Vendor | Vendor name with initial avatar |
| Bill Date | Date on the vendor's invoice |
| Due Date | Payment due date |
| Reference | Your internal reference number |
| Items | Number of line items |
| Total | Total bill amount (₹) |
| Status | Current status badge (e.g., Unknown, Draft) |
| Actions | Per-row action icons (view, edit, delete) |
Row Actions
| Icon | Action |
|---|---|
| Eye (View) | Open read-only popup with full bill details |
| Pencil (Edit) | Edit the bill |
| Trash (Delete) | Delete the bill |
Bill Statuses
| Status | Description |
|---|---|
| Draft | Being created or awaiting vendor invoice |
| Received | Vendor invoice received and validated |
| Partially Paid | A partial payment has been recorded |
| Paid | Bill fully settled |
| Overdue | Past due date without full payment |
| Cancelled | Bill cancelled |
Viewing a Bill
Click the View icon (eye) or the Bill # link to open a read-only popup showing:
- Vendor name, phone, and email
- Bill date, due date, and reference number
- Created at timestamp
- Line items: Product, HSN, Qty, Price, Discount, Tax %, Tax Amount, Total
- Totals: Subtotal, Total Discount, Tax, Shipping Charges, Adjustment, Grand Total
- Notes and Terms & Conditions (if set)
Bill vs Invoice
| Purchase Bill | Sales Invoice | |
|---|---|---|
| Direction | Money you owe to a vendor | Money owed to you by a customer |
| Tracks | Your expenses / payables | Your income / receivables |
| Who pays | You pay the vendor | Customer pays you |
Integration with Purchase Orders
When a vendor delivers goods and sends their invoice:
- Create a Purchase Bill for the vendor's invoice
- Enter the original Purchase Order number in the Reference field
- Track payments — bill moves from Received → Partially Paid → Paid
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Keep an eye on the Due Date on all bills. Overdue bills affect your payables and vendor relationships.