Purchases — daily

Chapter 3

Raise a purchase order Purchases → Purchase orders

1. New order, pick the vendor and the order date.
2. Add line per item — quantity and unit cost. Save order.
3. Approve when it is agreed internally, then send it to the vendor.
4. Close order once everything on it has arrived and been billed.

A purchase order posts nothing. It is a commitment, not a cost — the cost appears when the bill is posted.

Enter and post a bill Purchases → Bills Maker–checker

1. New bill. Pick the vendor; record their invoice number in the vendor invoice field.
2. Set the bill date (the vendor's date, not today) and the due date.
3. Add a line per item or cost, with the expense account and tax rate.
4. Save as draft, check it against the paper, then Post bill.

draft*→open→partially_paid→*paid

Posting cannot be undone. Use Void or Reverse, or raise a debit note to reduce what you owe.

Receive goods against a bill Purchases → Bills → the bill

1. Open the posted bill and choose Receive.
2. Enter the quantity actually delivered per line — short deliveries are fine, receive the rest later.
3. Confirm receipt. Stock increases and is valued at the cost on the bill.

Pay a bill Purchases → Bill payments

1. Create a payment, pick the vendor, the date, the amount and the account it was paid from.
2. Record the method and reference.
3. Apply it across the vendor's open bills.

If tax was withheld at source (AIT/VDS), record the withholding so the certificate and the treasury challan can be produced from it later.

Record an expense Purchases → Expenses

1. New expense. Set the date, who was paid, the amount and the tax if any.
2. Choose the category account it should be charged to, and the account it was paid from.
3. Tick reimbursable and name the employee if they paid personally.
4. Post.

Use an expense for spending nobody invoices you for — fuel, a taxi, tea, a small repair. If there is a vendor bill, enter it as a bill instead so it appears in payables.