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✏️ 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

Purchase Bill Form - Vendor Details, Bill Details & Item Table

Vendor Details​

FieldRequiredDescription
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.

Bill Details​

FieldRequiredDescription
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.

Item Table​

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

ColumnDescription
Item DetailsProduct or service name (type to search from product catalog), with optional description field below
QuantityNumber of units received
UnitUnit of measure (e.g., Unit, Nos, Kg, Box)
MRPMaximum Retail Price — auto-filled from product catalog
RatePrice per unit as per vendor's invoice
DiscountDiscount percentage (%) as per vendor's invoice
Tax (%)GST or other tax rate percentage
AmountLine 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

Purchase Bill Form - Items, Notes, Terms & Totals

Notes & Terms and Conditions​

FieldDescription
NotesInternal notes, payment instructions, or remarks (e.g., "Software renewal bill - pending review")
Terms & ConditionsPayment terms, delivery conditions, or vendor's acceptance conditions

Totals Panel​

RowDescription
SubtotalSum of all line item amounts
Total DiscountTotal discount amount across all items
TaxTotal tax amount across all items
Shipping ChargesFreight, handling, or packing charges on the vendor's invoice
AdjustmentPositive or negative adjustment to the final total (e.g., rounding)
TotalGrand 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.

Action Buttons​

ButtonModeAction
Create BillNewSaves the new purchase bill
Update BillEditSaves changes to an existing bill
CancelBothDiscards changes and returns to the Purchase Bills list

Bill vs Invoice​

Purchase BillSales Invoice
DirectionMoney you owe to vendorMoney owed to you by customer
Created byYou, based on vendor's invoiceYou, for your customer
TracksYour payables/expensesYour receivables/income