Purchase Bills

Purchase bills are documents that record goods or services received from vendors. They represent the vendor's invoice to you and, when saved, increase your stock and create a payable record for accounting.

What Are Purchase Bills?

Purchase bills (also called vendor bills or purchase invoices) record the receipt of goods or services from a vendor. They match the invoice your vendor sends you and, when saved, increase inventory in the selected warehouse and create a record of what you owe.

How to Create a Purchase Bill

Create New Bill

Go to Inventory → Purchase Bills and click "Create Purchase Bill" or "New Bill". Alternatively, create from a purchase order using "Create Bill".

Select Vendor

Choose the vendor. If creating from a PO, the vendor is pre-filled.

Enter Bill Details

Set the bill date, due date, and bill number (if manual entry is allowed). Select the warehouse where goods were received.

Add Line Items

Add items with quantities and rates. Match the vendor's invoice. Apply discount if applicable.

Save

Click "Save" to record the bill. Stock is increased in the selected warehouse when the bill is saved.

Purchase Bill Form Fields

Field	Required	Description
Vendor	Required	The vendor who supplied the goods or services.
Bill Date	Required	The date on the vendor's invoice or the date goods were received.
Due Date	Optional	When payment is due to the vendor.
Bill Number	Auto/Manual	Vendor's invoice number. Auto-generated or entered manually.
Warehouse	Required	The warehouse where goods were received. Stock is increased here.
Items	Required	Line items with quantities and rates. At least one item is required.
Discount	Optional	Percentage or fixed amount discount applied to the bill total.
Tax	Auto	Calculated automatically based on item tax settings.
Notes	Optional	Additional notes for your records.

Items Line Columns

Item

The product received. Select from your item catalog.

Description

Optional description or notes for the line item.

Quantity

Number of units received. Must be greater than zero.

Rate

Unit price per item as per vendor invoice.

Tax

Tax applied to the line. Calculated from item tax settings.

Amount

Line total (Quantity × Rate). Calculated automatically.

Purchase Bill List Columns

Bill #

Unique bill number. Click to view or edit.

Vendor

The vendor who supplied the goods.

Date

Bill date.

Due Date

Payment due date.

Amount

Total bill amount.

Status

Current status: Draft, Received, Paid, Partially Paid, or Overdue.

Purchase Bill Statuses

Draft — Bill is being prepared or saved but not yet finalized.
Received — Bill has been recorded and stock has been updated.
Paid — Full payment has been made to the vendor.
Partially Paid — Some payment made but balance remains.
Overdue — Due date has passed and payment is outstanding.

How Stock Is Increased When Bill Is Created

When you save a purchase bill with stock-tracked items, the system automatically increases the quantity on hand in the selected warehouse. Stock is added at the time of saving. This ensures your inventory reflects what you have received from vendors.

How to Print or Download

Open the purchase bill and click "Print" or "Download PDF". The system generates a document with your company details, vendor information, and line items for your records or for matching with the vendor's invoice.

Note: When creating a bill from a purchase order, the system links the bill to the PO. This helps you match POs with bills and track which orders have been fully received.