:::info 翻訳に関する注意 このドキュメントは現在英語です。日本語訳は近日公開予定です。 :::

✏️ Creating a Purchase Bill

Record bills received from vendors for goods and services you have purchased. A purchase bill represents money you owe to a vendor and tracks it through to payment.

Steps to Create

1. Go to Purchase Bills from the main menu
2. Click + New Purchase Bill (top right)
3. Fill in the form (see sections below)
4. Click Create Bill

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Vendor Details

Field	Required	Description
Vendor Name	✅	Vendor company or individual name
Email	—	Vendor's email address
Phone	—	Vendor's contact number with country code selector
Address	—	Vendor's full business address

info

Vendor details are entered manually on each purchase bill. For repeat vendors, copy the details from a previous bill or reference the original Purchase Order.

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Bill Details

Field	Required	Description
Bill Date	✅	Date of the vendor's invoice — defaults to today
Due Date	—	Payment due date; bills past this date become Overdue
Reference	—	Your internal reference (e.g., PO number, delivery note number)
Status	—	Current status — defaults to Draft

warning

Always set a Due Date for bills where a payment deadline applies. Bills past their due date without full payment automatically qualify as Overdue, which helps you prioritize payments.

tip

Use Reference to link the bill to your Purchase Order number or the vendor's delivery challan. This makes reconciliation and auditing much easier.

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Item Table

Each row represents a product or service on the vendor's invoice:

Column	Description
Item Details	Product or service name (type to search from product catalog), with optional description field below
Quantity	Number of units received
Unit	Unit of measure (e.g., Unit, Nos, Kg, Box)
MRP	Maximum Retail Price — auto-filled from product catalog
Rate	Price per unit as per vendor's invoice
Discount	Discount percentage (%) as per vendor's invoice
Tax (%)	GST or other tax rate percentage
Amount	Line total — auto-calculated (read-only)

info

Enter prices exactly as shown on the vendor's invoice. Any discrepancy between what you recorded and what the vendor invoiced will appear when you reconcile.

Adding Items

• + Add New Row — adds a blank row at the bottom
• + Add Items in Bulk — opens a product selection dialog to pick and add multiple items at once

Bulk Add Dialog

1. Click + Add Items in Bulk
2. Search for products using the search bar
3. Check the products you want — use Select All to check all
4. Set quantities using the +/− buttons
5. Click Add Items to insert all selected items at once

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Notes & Terms and Conditions

Field	Description
Notes	Internal notes, payment instructions, or remarks (e.g., "Software renewal bill - pending review")
Terms & Conditions	Payment terms, delivery conditions, or vendor's acceptance conditions

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Totals Panel

Row	Description
Subtotal	Sum of all line item amounts
Total Discount	Total discount amount across all items
Tax	Total tax amount across all items
Shipping Charges	Freight, handling, or packing charges on the vendor's invoice
Adjustment	Positive or negative adjustment to the final total (e.g., rounding)
Total	Grand total = Subtotal − Discount + Tax + Shipping ± Adjustment

tip

The total on your Purchase Bill should match the total on the vendor's physical invoice. If they differ, check for pricing differences, extra charges, or rounding issues before recording payment.

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Action Buttons

Button	Mode	Action
Create Bill	New	Saves the new purchase bill
Update Bill	Edit	Saves changes to an existing bill
Cancel	Both	Discards changes and returns to the Purchase Bills list

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Bill vs Invoice

	Purchase Bill	Sales Invoice
Direction	Money you owe to vendor	Money owed to you by customer
Created by	You, based on vendor's invoice	You, for your customer
Tracks	Your payables/expenses	Your receivables/income

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Related Topics

• Purchase Bills Overview — view and manage all purchase bills
• Managing Purchase Bills — record payments, track status, handle overdue bills
• Purchase Orders — create orders before receiving vendor bills